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Who can sign contracts/agreements with vendors?

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How long should I retain fiscal records?


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Financial Records - abandoned property records, account transactions, accounts receivable material, bad check records, bank books and statements, bank debit/credit memoranda, cancelled checks, cash income reports, cash register reports, cashier settlement sheets/certificates of deposit, Central Billing transactions, charges to other units/organizations for equipment/services and associated backup, check copies, check lists, check stubs, checkbooks and related data, contract items/transactions, courtesy certificate of deposit registrations, credit card sales/receipts, credits, deposits, disbursement vouchers, endowment correspondence relating to the dispensation of revenue, financial aid records, financial management system access forms, honoraria payments, inventory data, journal vouchers, miscellaneous payment requests, packing slips, payroll transfers, periodic financial reports, Perkins assignments, petty cash documentation, photocopier meter readings, receipts, reconciliations, refunds, returned checks, revolving fund material, sales records, scholarship account records, special payments, State Central Collection Unit transactions and bankrupt and return files, student account material, student check receipts, student loan material, suspense reports, Travel Card logs and supporting receipts, trial balance sheets, working fund records, and other financial material.

University of Maryland Records Management Schedule

For University accounts (e.g., State, revolving, self-support, and auxiliary), retain for 3 years, then destroy. For federally sponsored, State-sponsored, and private-sponsored accounts as well as cost-share accounts, retain for 5 years after final payment has been received from the sponsor or for 10 complete fiscal years after the date of record creation (whichever is less), then destroy. Retain federal financial aid material for 5 years, then destroy. Retain accounts receivable material for 3 years after payment is received, then destroy. Office of Record for billing backup is the Department. Office of Record for other financial material is the Office of the Comptroller.


Can I use Eventbrite to collect monies for workshops/programs?

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Eventbrite is an event management website that is approved by the University to accept online registrations and payments by credit card. Eventbrite is free to use for events/programs that are free. There are no monthly charges, enrollment, or set up fees.  They do charge a service fee and credit card processing fee per ticket for paid events.  The fees are determined by the type of package you choose for the event.

The packages that we frequently use are the Essential and the Professional.

Essential - will only allow you to set up one ticket and will not allow you to customize the order form.   It will only collect basic order information. The fee is 2% + $0.79 per ticket. 

Professional - you can create an unlimited number of tickets and customize order form questions. The fee is 3.5% +$1.59 per ticket.

If you allow someone to register themselves online and mail a check for payment, Eventbrite will charge a fee that will be deducted from the ticket sales. Registrations with a check mailed directly to you or comped tickets can be added manually to the Event with no fee.

We use the check payout method to receive the funds from the ticket sales.  All checks are to be made payable to the University of Maryland.

Here are some helpful links:   

              

How to Create an EventSetting up Payout
Registration/Attendee ListPricing
Name BadgesCustomize Order Forms
Customize Event URLEmail Confirmation
Creating a TicketMulti-User