MARYLAND TECHNOLOGY ENTERPRISE INSTITUTE

Office of Business, Finance, and Facilities

University of Maryland's - Mtech’s Purchasing Policy

Purpose: To ensure that goods and services are procured in a timely and cost-effective manner, which is essential for the efficient operation of Mtech.  This policy also guarantees compliance with various regulations, satisfying all state and federal terms and conditions.

  • Purchasing Email: Please send all purchasing requests to mtech_purchasing@umd.edu
  • Subject Line: Please use this format: [PI Name/Vendor/Prj Name/Order Date]
  • Days to Place Orders: The designated days for order placement are Monday and Thursday of each week. Requests should be made on specific days to optimize efficiency and consolidate procurement activities.
    a. Urgent requests may always be sent outside of these days (please label these requests: "URGENT")
    b. Amazon orders can not be placed on Thursdays and Fridays since we can’t accept packages over the weekend.
  • One Vendor Purchasing Request per Email: Please include one vendor per email to ensure proper tracking of procurement requests. This will help us efficiently process and track each request. If you have multiple procurement requests from different vendors, please email each request separately.
  • Supporting Documentation: When you submit a procurement request, please provide all necessary supporting documentation, such as quotations, specifications, web links, or other relevant information in the same email. Documentation is critical - State auditors will be thorough in their review in making sure we have the necessary documentation.
  • Approval Process: The existing approval process remains unchanged. All procurement requests must follow the established approval chain before processing. Please make sure the PI has approved the request.  Heather Mattern will approve as the Fiscal Officer.
  • Processing Time: All requests will be processed within 2-5 business days. Orders that require Purchase Orders, will be prepared within 2-5 business days but may have longer processing times, since orders need to be approved by Central Procurement.
  • Contracts and Subscriptions: Please forward orders which include terms or necessitate a signed contract to hmattern@umd.edu. Please do not accept any terms or sign any contracts on behalf of the University. The same applies to subscriptions, as they may contain hidden terms requiring Procurement's attention. These types of orders may result in longer processing times.

University of Maryland's - Mtech’s Travel Policy and Getting Started with Concur

Purpose:  A travel policy is established to ensure that all travel on behalf of the university is conducted in a manner that guarantees safety, cost-effectiveness, and compliance with applicable laws and university standards. It aims to streamline travel arrangements, manage risks, and maintain transparency and accountability in the use of university resources.

1. Directions to get started - Concur

Concur is a secure, cloud-based platform where you can handle everything related to your trip online -travel requests, travel expenses, UMD Travel Card management, and transaction reallocations.  Travel & Card Services has a new website that links directly to the Concur login page, the starting point for using the new travel system. The site’s Help Center offers walkthroughs, job aids, FAQs, information about weekly demonstrations, drop-in help, and email/phone support.

Here's how to get started:

STEP 1: Create a Concur Profile:

  • https://purchase.umd.edu/travel/concur/concur-login
  • All travelers and delegates are required to create a Profile in Concur prior to obtaining approval for travel events or making travel arrangements.
  • The Concur Profile contains critical information needed to seek approval, book trips, and process expense reports.
  • The traveler's name in Concur must match the name on the ID used during travel (State-issued ID card, Driver's License, Passport).  This is the name that will be on the tickets.
  • Tcard and personal credit card numbers can be loaded into Concur to make the selection of payment types easy for travelers and delegates.
  • When setting up your Profile make sure to verify your UMD email address and any other email addresses you want to add

STEP 2: Create New Request - UMD Travel Card

  • Tcards are available for eligible employee travelers.  Please contact hmattern@umd.edu if you are interested in getting a Tcard.
  • Tcards reduce the need for travel advances and expense reimbursement
  • The intended use of the Tcard is to pay for legitimate and appropriate expenses related to business travel and hosting
  • The UMD Tcard is issued through Diners Club/BMO
  • Anyone requesting a  Tcard  is required to complete an application and training process prior to issuance of the card
  • Once a travel card request has been approved, it will take about 7 business days for Travel & Card Services to receive it. When the card is ready the applicant will receive an email with information about how to pick-up the card
  • Tcard misuse can result in immediate suspension or termination of the Tcard and/or disciplinary action

STEP 3: See here for pre approval for travel, booking travel and expense reports.

2. Policies

More policies and information can be found here.

AIRFARE:

  • Employees are required to book air and rail through Concur or with the University contracted travel agency, CTP.
  • The University Policy is to "book the least expensive, practical itinerary."
  • Flights booked through Concur and CTP have agency fees associated with them and must be included on the expense report.
  • Premium seating may be allowable depending on flight duration and departmental approval; don't hesitate to contact hmattern@umd.edu before purchasing.
  • Refundable ticket purchases must be documented and approved by the department before purchasing.
  • If you need to cancel an airline ticket booked initially in Concur, it can be done within Concur when you locate the itinerary in your bookings section, but please contact hmattern@umd.edu before doing so.

LODGING:

  • Every effort should be made to ensure that lodging costs are reasonable and appropriate. The standard room rate should be used whenever available.
  • AirBNBs/VRBOs and other private home rental expenses must NOT be charged to a UMD travel card. A personal card should be used and reimbursed after the trip.
  • In-room movie, room service, pay-per-view, and any additional entertainment charges not included in the room rate will not be reimbursed. These are considered personal charges. 
  • UMD will not reimburse “no show” charges unless due to an emergency or to the benefit of the University. - If there is a “no show” charge due to an emergency, a memo to the file should be attached to the expense report attachment section.
  • Hotel confirmations alone are not acceptable. - Confirmations show intent to stay. They do not confirm the traveler stayed at the hotel. Therefore, itemized receipts are required for the hotel.  The hotel bill must show a form of payment and a $0 balance.

REGISTRATION:

  • Itemized receipts are required and must be kept and will be provided during the reimbursement process.
  • Receipts should show the date, vendor name, the amount charged, and the form of payment.
  • Add conference agenda to the approval request and expense reimbursement request

GROUND TRANSPORTATION:

  • Taxi, Uber, and Lyft – Detailed receipts must be kept and will be provided during the reimbursement process
  • Receipts should show the date, specific service, vendor name, origin/destination, the amount charged, and the form of payment.
  • Transportation Gratuity - Reasonable; 18% is the maximum allowable

PER DIEM:

  • Meal expenses are to be covered out of pocket, and you will be reimbursed per diem upon your return.  UMD uses Domestic and International GSA meal per diem rates for individual travel.
  • Meals provided by the conference or outside source should not be requested for reimbursement and will be reduced from the per diem.

3. Dos and Don'ts of Travel

When awarded university funding for travel, it's important to adhere to certain guidelines to ensure that the funds are used appropriately and responsibly. Here are some do’s and dont’s for travel:

Do:

  • Plan Ahead: Start planning your trip well in advance (at least 2 weeks in advance) to take advantage of lower travel costs and to ensure that you can meet all the university's requirements.
  • Follow University Policies: Familiarize yourself with the specific policies and guidelines provided by your university regarding the use of travel funds.
  • Use Funds for their intended purposes: Ensure that the awarded funds are used solely for academic or research-related travel. This includes conference attendance, research collaboration, or other educational purposes.
  • Book Economical Travel: Opt for cost-effective travel options such as economy-class flights, and consider using public transportation when it's practical.
  • Book Reasonably Accommodations: Choose reasonably priced accommodation that meets your basic needs, such as a hotel within the conference's official hotel block.
  • Attend the Full Conference/Workshop, etc: Attend the full duration of the conference or event for which the funds were awarded. This may include all relevant sessions, workshops, and networking events. Please attach the agenda in your travel request.
  • Maintain Records: Keep detailed records of your expenses, including receipts, boarding passes, and any other relevant documents. This will be essential for reimbursement and compliance.
  • Submit Expense Reports: Promptly (within 2 weeks of returning) submit expense reports after you return home as per your university's requirements, including a clear breakdown of expenses.
  • Provide Proof of Attendance (if applicable): Ensure you can provide proof of your conference or event attendance, such as registration receipts, badges, or certificates of participation.
  • Travel with Purpose: Remember the purpose of your trip and focus on academic or research activities. Make the most of the opportunity to learn and network.
  • Plan Meals Accordingly: Meal reimbursement is limited to the per diem for the area that you are visiting.  Meals in excess of the per diem are not reimbursable

Don’t:

  • Make Changes to Travel Plans Without Permission: If you encounter issues or changes in your travel plans, communicate promptly to Heather Mattern: hmattern@umd.edu to seek guidance or make necessary adjustments.
  • Use University funds for Personal Travel: Do not use university funds for personal leisure or vacation travel. Keep personal expenses separate from the trip.
  • Upgrade: Do not purchase upgrades, such as business or first-class flights.
  • Misuse Funds: Do not use the funds for activities that are not directly related to the original purpose of the trip.
  • Skip on Responsibilities: Fulfill your academic/research responsibilities, such as presenting your research or actively participating in conference discussions. Don't skip important events or sessions.
  • Submit Incomplete Documentation: Don't submit incomplete or inaccurate documentation for reimbursement. Always ensure your records are accurate and complete.
  • Submit Late Expense Reports: Avoid procrastinating on submitting your expense reports. Timely submission is crucial for reimbursement and compliance.
  • Attend Unrelated Events: Do not attend events or activities that are unrelated to the purpose of your trip, as it could be seen as a misuse of university funds.
  • Request Per Diem for Meals included as part of the conference.  Meals included as part of the conference event are not reimbursable, even if you did not consume the food.

University of Maryland's - Mtech Employment and Onboarding Checklist

Purpose: To provide a structured framework for seamlessly integrating new employees into UMD by ensuring all necessary steps are taken for their effective orientation and onboarding for all employees.

I. New Hire "General" Information

  • Campus Orientation: Familiarize yourself with the campus layout, including where different departments, key facilities, and emergency services are located.
    a. As part of the onboarding experience, all new employees at the university are invited to attend New Employee Orientation (NEO).
  • Keys: This involves a request through the department's administrative office.  Please contact Heather Mattern at hmattern@umd.edu if you need a key made - things needed.
    a. PI/Supervisor Approval
    b. Core Number
    c. Building number
    d. Room number
  • Building Access, Swipe Access or Blue Diamond: This involves a request through the department's administrative office.  Please send PI/Supervisor Approval to Heather Mattern at hmattern@umd.edu. If you need access to a “lab” all safety training must be completed first - please see #6 below.
  • Computer and Email Account Setup: Instructions for setting up university email accounts, directory id - see here: Please contact Joe Belew with any questions at: tetrad@umd.edu
  • IT Support: Information on how to reach IT support for assistance with technical issues, software installations, or hardware problems.  Please contact Joe Belew at: tetrad@umd.edu
  • Workplace Safety Training (Labs): Details on mandatory safety training, especially for roles that involve laboratory work, handling of hazardous materials, or operating specialized equipment. Please go to https://umd.bioraft.com/ for more information.
  • Parking and Transportation: Information on parking permits, campus shuttle services, bike share programs, and any other transportation-related resources.  Please go here or if you need additional information please contact Ericka Black at: epair@umd.edu
  • UMD ID Cards: A university ID card can be used for library access, dining services, and other campus facilities, etc.  The Information Desk located in the Mitchell Building lobby provides ID cards. Simply bring a photo ID, such as a driver’s license, get your picture taken, and immediately receive your ID card. The Information Desk is open Monday through Friday from 8:30 a.m.to 4:30p.m. A University ID card is required to utilize University Library services.  Please go here for more information.
  • Professional Development: Resources available for professional development, including workshops, seminars, training sessions, and mentorship programs.  Please contact your supervisor directly or:
       a. For All - see more information here.
       b. For Faculty Appts - see additional information here
  • UMD Alerts: Sign up for UMD Alerts here for weather events or any other emergencies
  • Campus Map: See campus map here and other campus links, services, and resources, see here.
  • Telework (if applicable): An employee’s supervisor is responsible for determining whether telework is suitable for a particular job and for reviewing telework requests/agreements.  Individual departments may establish additional approval routing.  Please contact your supervisor first.
  • Policies: A copy of personnel policies and procedures, including code of conduct, dress code, and confidentiality agreements. See here.

II. Benefits

  • Benefits Enrollment: Guidance on how to enroll in health insurance, retirement plans, or other benefits offered to eligible university employees.  Please go here or contact Karen Russo at: krusso@umd.edu

III. Payroll

  • Payroll Information - Direct Deposit: Please see details here.  Send completed form to: Central Payroll Bureau, P.O. Box 2396, Annapolis, MD 21404. Phone 410-260-7401.  
       a. Only one account is permitted for direct deposit. You can choose either checking or savings, not both.
       b. Employees may have to wait 1-2 pay periods before direct deposit goes into effect

  • Payroll Schedule: Please see FY24 details here.
       a. ***Hourly employees are paid one pay period behind
  • Employment Payroll Forms: Completed forms may also be dropped off on campus at the Payroll Services Office-Chesapeake Bldg #383 at the Forms Drop-Off Box located outside of Room 1101L
  • Payroll Online Service Center (POSC): The Payroll Online Service Center (POSC) is the State of Maryland’s system. All active state employees and recently retired/terminated employees who are/were paid by the Central Payroll Bureau (CPB) can view/print 12 rolling months of pay stub information, the most three recent years of duplicate W2s, and update addresses and W4 exemptions - see here.

IV. Timesheets

  • Accessing the Timesheet System: You can access your timesheet by visiting ARES and then selecting “PHR Time Entry/Leave Reporting” from the Quick Links menu on the right. Select the pay period from the drop down menu, and then click on the “Complete Your Time/Leave Record” under the “Employees” menu.
  • Logging Hours: Once logged in, look for “Complete your Time/Leave Record” corresponding to the current pay period.
    a. Non-Exempt and Hourly appts: You'll need to enter the number of hours worked each day (time in and out). Ensure you only report the actual hours worked and that you do it promptly, usually by the end of the workday or week.
        i. Overtime hours must be pre-approved by your supervisor.
        ii. Non-Exempt employees must add their telework days, if applicable and have an approved telework agreement is on file with the department’s HR office.
    b. Exempt and non-hourly appts: You’ll need to enter in any applicable leave.
        i. Exempt employees must add their telework days, if applicable and have an approved telework agreement on file with the department’s HR office
        ii. Faculty employees - if teleworking, faculty must have an approved telework agreement on file.
  • Timesheet Submission: After entering your hours for the full pay period, click on the “Save Time Entered & Final Employee Sign off” button
  • Supervisor Approval: Your timesheet will then be sent to your supervisor for review and approval. Make sure to submit your timesheet in accordance with any departmental deadlines to avoid delays in payment or missed payments.
  • Corrections: If you make a mistake on your timesheet and the timesheet has already been submitted, please contact Karen Russo at: krusso@umd.edu to request the necessary changes.

V. Leave

  • Annual Leave: Is available to eligible employees and requires supervisor approval
       a. Accrual rates: Varies for annual leave by length of service and are different for non-exempt and exempt employees
  • Holiday leave: Is available to eligible employees.  The holiday calendar is here can be found here
  • Personal leave: Is granted to eligible employees and requires supervisor notification or approval
  • Sick leave: Is provided to eligible employees for health-related reasons
  • All other leave: More information can be found here:
       a. Sick & Safe Leave
       b. Parental Leave
       c. Advanced Sick Leave (ASL)
       d. Family Medical Leave (FML)

VI. Required Trainings

  • TerrapinSTRONG: All new employees to UMD are required to take TerrapinSTRONG within 2 weeks of their hire day. TerrapinSTRONG onboarding helps participants feel welcomed to the University of Maryland, learn some of our history and traditions and understand our commitment to diversity, equity, and inclusion. Each new Terp creates an individualized action plan to stay connected to the tenets of TerrapinSTRONG moving forward.
  • Responding Effectively to Discrimination and Sexual Misconduct: The Office of Civil Rights & Sexual Misconduct (OCRSM) will assign required online compliance training to new employees within 30 days of hire. All new employees will be assigned the Responding Effectively to Discrimination and Sexual Misconduct training.
  • Security Awareness Training: “Defending Your Shell” is a basic cybersecurity awareness training created to fulfill the state of Maryland’s expectation that all employees receive cybersecurity awareness information each year. The material is broken up into five modules with corresponding quizzes that can be completed at your convenience. It takes approximately 60 minutes to complete the full series.

VII. Tuition Remission

1. FT Employees (non-Graduate assistantships)

  • Eligible UMD employees and their dependents can apply for tuition remission through the USM Tuition Remission Portal​​​​.
  • Retirees or those applying to Morgan State University, Baltimore City Community College, or St. Mary’s College of Maryland should use the paper Tuition Remission Request Form​​.
  • For questions regarding tuition remission, contact tuitionremission@umd.edu​​.
  • Mandatory fees are the responsibility of the employee or dependent​​.
  • There are specific conditions regarding dropping/adding courses and withdrawing that affect tuition remission​​.
  • Employment termination before the drop/add deadline can lead to the rescinding of tuition remission benefits​​.
  • Daytime courses for faculty or staff require supervisor approval​​.

2. Graduate Assistantships

  • Graduate Assistants do not need to submit the electronic tuition remission form each semester or term to receive tuition remission. All GAs that have an active appointment in the university payroll system (PHR) and are registered for classes each semester or term will automatically receive the appropriate tuition remission posted to their student account based on their full or part-time status. However, graduate assistants should confirm with their departmental approver that their appointment is active in PHR. Graduate assistants will automatically receive an email each subsequent semester or term confirming the processing of their tuition remission. Graduate Assistants must maintain an active appointment in PHR through the last day of their classes to avoid tuition remission chargebacks.
  • For more information view the Tuition Remission FAQs and General Info for Graduate Assistants pdf.
  • Please note: mandatory or applicable fees are the responsibility of the GA and must be paid by the billing due date
  • Tuition Remission is applied within 4 weeks of the semester start date. Although you will receive tuition remission automatically, tuition remission will not be credited to your account on the day that you register.
       • Please send unofficial transcripts and student bill to Heather Mattern: hmattern@umd.edu each semester once add/drop period has closed

Purpose: To ensure that goods and services are procured in a timely and cost-effective manner, which is essential for the efficient operation of Mtech.  This policy also guarantees compliance with various regulations, satisfying all state and federal terms and conditions.