Fiscal FAQs
Who do I contact if I have a question?
Please follow the chain of communication for questions or concerns:
Employee → Supervisor (A/CED or Director) & Account Manager → Assistant Director of Operations / Director of Finance & Administration → Assistant Dean of Finance & Administration → Campus
To ensure efficiency, do not contact general campus email addresses or individuals in campus departments directly.
Account Manager Assignments:
Allyson Rogan – CMREC, HGIC
Caroline Welch – Anne Arundel, Baltimore County, Cecil, Harford, Kent, Prince George’s, & Queen Anne’s
Diane Montgomery (Interim Allyson, Caroline, Kate) – Allegany, Baltimore, Carrol, Frederick, Garrett, Howard, Montgomery, & Washington
Kate Welch – Calvert, Caroline, Charles, Dorchester, Somerset, St. Mary’s, Talbot, Wicomico, & Worcester
Pam Thomas – LESREC, WMREC, & WYEREC
Who can sign contracts/agreements suppliers?
If the Invoice is paid with UMD funds:
Contracts must go through the University. Work with Procurement and Travel Services for signature.
Travel, event, and hotel contracts must be submitted to travel@umd.edu for review and signature. An approved request is required beforehand.
Goods and services contracts must be submitted using the Delegated – Supplier Agreement requisition in KFS. Follow this guide to complete a Supplier Agreement Requisition.
Only authorized UMD signers may sign contracts. You may be personally liable if you sign without authority.
If the Invoice is Paid with a Local EAC/EAB Checking Account:
The EAC Board determines signature authority (typically the Treasurer or President).
UME staff may not sign on behalf of the EAC.
Contracts must name the EAC (e.g., “[County] Extension Advisory Council”) as the responsible party—not UME or the University.
What is a Certificate of Insurance Coverage?
Many rental agreements require proof of insurance. Complete the Certificate of Insurance Request on the Department of Environmental Safety, Sustainability and Risk website and follow submission instructions. Follow this guide for requesting a Certificate of Insurance.
How do I pay someone an honorarium?
Units may pay speakers or interpreters honoraria directly from University accounts. EAC-paid honoraria are not eligible for UMD reimbursement.
Steps:
Provide the recipient a memo/letter on UME letterhead (sample here) indicating amount, date, and purpose.
The recipient must sign the letter (before the event) to confirm the arrangement and include their address.
The individual must be a supplier in Workday with a matching address.
After the event, submit a Supplier Invoice Request.
Follow this Scribe or checklist for completing an honorarium.
How long should I retain fiscal records?
Visit this link to get more information about how long to keep fiscal documents.
Can I use Eventbrite to collect monies for workshops/programs?
Yes. Eventbrite is an approved event management platform for online registration and credit card payments. It charges the following fees for paid events:
3.7% service fee*
$1.79 per ticket sold*
2.9% credit card processing fee per order
*Applies to both credit card and at-the-door payments.
Payment Method:
We use the check payout method to receive funds. All checks must be made payable to the University of Maryland.
If your Eventbrite account isn’t set up, contact Lillian Nash (lnash1@umd.edu) in the Controller’s Office to complete the online W-9 and grant her access to your account.
Here are some helpful links:
Interested in accepting credit card payments?
This article provides guidance on how to accept credit cards for various events and activities.