Fiscal FAQs

Who can sign contracts/agreements with vendors?

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University employees are not authorized to sign any type of agreement on behalf of the University or their local EAC/EAB. Who signs a contract/agreement with a vendor depends on who is paying the invoice. Contracts must be reviewed and signed by someone with signature authority.

If the invoice is being paid by a University KFS account

In this case the contract absolutely must go through the University. Please work with your Business Manager on processing these contracts and agreements. Depending on the type of contract, the Business Manager will work with Procurement, Travel Services, or the Legal Office for approval of the contract. Helpful Contract/Agreement Tips

Please contact your Business Manager when you have a contract or agreement that needs to be signed by the University. Feel free to scan the contract/agreement and forward it electronically for the initial review. This includes contracts for any type of goods and/or services, including (but not limited to): facility rental agreements (even those for no cost), catering, equipment, service, and maintenance.

If the invoice is being paid by an EAC/EAB Checking Account

The EAC Board should determine who has the signature authority for contracts. Typically, this would be the EAC Treasurer or President of the Board. The EAC is a separate organization from UME, and absolutely no UME employee can sign on behalf of an EAC. These contracts should clearly be written with the EAC as the group to whom the goods or services are being provided (e.g., xxxxx County Extension Advisory Council) and not the University or UME.

If the invoice is being paid by an EAC Account with KFS Account Number

EACs who have transferred their funds to a University KFS account (9-xxxxx) follow the same guidelines as EACs who are operating as an independent checking account.

Note: If you have any plans of paying a vendor from a University KFS account, you cannot run the contract and payment through the EAC and later request reimbursement to the EAC from your KFS. This will not be approved.

Meeting Planning Services: For overnight meetings or large daytime meetings, please work with Globetrotter Meeting Planning Services (301) 570-0800. They have the University contract to serve as a meeting planner, and they know the correct verbiage for contracts which reduces approval time.

Certificate of Liability: Many rental agreements require a Certificate of Liability to be submitted for the event. You can apply for this online by submitting the Certificate of Insurance Request found on the Department of Environmental Safety, Sustainability and Risk website.

How do I pay someone an honorarium?

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Units are permitted to pay an honorarium to interpreter(s) or speakers for workshop presentations directly from University accounts; however, if the EAC pays the honorarium and later seeks reimbursement from a University account, the EAC will not be reimbursed. Please call the Fiscal Business Manager if you have any questions.

If you are paying someone an honorarium, please provide the individual a memo/letter on UME letterhead (sample) indicating the amount/date/purpose of the honorarium. The individual must sign (prior to the event) this memo/letter to indicate they agree with the arrangement and provide their SSN. Once the event has taken place, the local office processes a Disbursement Voucher (DV) to pay the individual. The original hard copy will be sent to Accounts Payable with the DV Cover Sheet.

If the individual is not a vendor in KFS, work with the KFS user in your office to create a new vendor in KFS. When creating the vendor in KFS, attach a scan of the completed W-9 Form.

What can I use my Federal Postage Funds for?

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Postage for the meter
Postage meter ribbons (ink)
Postage stamps
Non-USPS delivery (e.g. FedEx, UPS)
Bulk mail and permit
Pre-stamped envelopes
Postage meter rental
Postage meter labels

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.