Collection & Accounts Receivable Training

SPAC recently released a training on Collection and Accounts Receivable in Percipio. This course covers all the essential aspects of the CAR team processes. We invite you to check it out!

PCard Refresher Training June 3 & 4

UMB’s PCard Admin team and Management Advisory Services (MAS) are partnering to host hybrid training sessions this June. The sessions will include PCard Program highlights, tips and tricks, and solutions to FAQs.

Sessions will be held in person and online on June 3 and June 4. Cardholders, delegates and authorized reviewers will receive details via email. For anyone else interested in attending, please check the SSAS Events & Announcements page.

Fiscal Year-End 2025 Deadlines

The Office of the Controller (OOTC) has released the End of Year Memo outlining key FY 2025 Deadlines. Please review this information carefully to ensure timely processing of financial transactions and compliance with fiscal year-end procedures.

Trouble with Form Links on the New UMB Website?

After the UMB web update, some staff have reported issues with forms such as W-9, NONPO. Please clear your cache. Still having issues? Contact help@umaryland.edu and we'll help you sort it out.

Process for Stop Work Orders (SWO) and Termination (TERM) Guidance

On April 4, 2025, the Research Administration Committee listserv received an email explaining how SPAC will process SWO and TERM of awards in the UMB financial system.

SPAC guidance has been updated to include two new project types:

• Unavoidable Award Closing Costs (UAC) - If approved, costs will be charged to the sponsor.
• Awards Under Appeals (APP) - If an award is appealed, the project type will be set up to collect costs until the appeals process is exhausted.

Continue to refer to the updated SPAC Policies and Procedures website for these resources:

• Sponsored SWO or TERM Procedures - Step by step directions to follow when you receive a SWO, or termination notice from a sponsor.
• SPAC: SWO & TERM Job Aid - Quick reference guide outlining procedures for managing sponsored projects affected by SWO, TERM, or APP.

If you have any questions, please contact Laura Scarantino directly.

Reminder - Any correspondence about possible TERM or SWO should only be sent to Jill Frankenfield and Laura Scarantino. Thank You.

New Look and Feel for Quantum Financials

Quantum Financials just got a new, modern look and feel. The functionality and transaction pages remain the same—with a few new items—and there's a slightly different navigation. The new items are "Things to Finish" and "News & Announcements" on the Quantum Financials landing page, and the Quick Actions Menu on the left side of your screen with options that change based on the section within which you are navigating. 

Want an overview? Click on the link in the new "News & Announcements" section in Quantum Financials—scroll to the bottom of the page when you log on and you'll find it there.

Reminder: Clear Your Cache

With the Quantum Financials update, it's particularly important to clear your cache. Here's how to do it.

Meet Tester Taylor Hall

Taylor Hall works as a Project Controls Specialist in Administration and Finance/Design and Construction. She has served at UMB for five years.

What motivates you to volunteer your time for testing and providing feedback on systems and processes?

Volunteering my time for testing and providing feedback is driven by a desire to contribute to the improvement and efficiency of systems and processes; knowing that my input can help create better, more user-friendly solutions. I’m always looking for ways to help the UMB community and make our jobs easier. Additionally, it provides an opportunity to learn and grow, as well as to collaborate with others who share a passion for innovation and excellence.

What aspects of your job do you find most enjoyable?

The aspects of my job that I find most enjoyable include problem-solving and the ability to make a tangible impact. I love the challenge of finding solutions to complex issues, workflows, processes, and the satisfaction that comes from seeing those solutions implemented successfully. Not to mention I also get to work with a team of skilled and dedicated professionals committed to making UMB an exceptional workplace!

What hobbies or interests do you pursue outside of work?

Outside of work, I enjoy spending time with my family, camping, cooking and trying out new recipes, traveling, and giving back to my community with Delta Sigma Theta Sorority Inc., a national public service sorority.

Let us know if you would like to volunteer to be a systems tester.

QHCM Timeline Highlights

The updated QHCM Project Timeline outlines the work still to be completed before go-live on October 27, 2025. One of the major initiatives that will start rolling out next month—and continue past go-live—is system training.

Trainer Preparation Workshops, designed to familiarize volunteer trainers with the materials and methods they will use to teach and support instructor-led sessions, will run from mid-June through July. Contact the QHCM Project Training Lead, Laura Pogliano, if you are interested in being a trainer or support volunteer. By August, the training team will start with Central Office staff training, followed by end user training that will continue past go-live.

Other engagement activities to help prepare users for go-live will include the second QHCM user fair and a town hall later this summer/fall. Stay tuned for more details on both. The QHCM Change Champions are currently engaged in readiness workshops that include demos offered specifically for them to get a sneak peek into new system functionality. Reach out to your Change Champion if you want to hear about the demos that they have attended.

Test Your UMB Knowledge

UMB Trivia is here! Each month, this newsletter will feature UMB trivia based on policies, processes, and procedures.

Trivia questions this month were developed by Sponsored Projects Accounting & Compliance (SPAC).

1. How many invoices did SPAC generate in fiscal year 2024? These include Letter of Credit, Cost, and VMS invoices.

a. 10,141

b. 16,501

c. 22,580

d. 23,231

2. How many action forms did SPAC manage from SPA for fiscal year 2024?

a. 1,525

b. 2,350

c. 2,756

d. 3,002

3. Which SPAC team is responsible for filling out our supplier registration forms?

a. Setup

b. Billing

c. Quality Assurance

d. Collections and Accounts Receivables

e. Costing and Compliance

4. True or False: For federal awards from the Department of Health and Human Services that are paid via PMS, PMS stands for Payment Management System.

a. True

b. False

The answers are located at the bottom of the newsletter.

Research Security Review for Foreign Travel

Research Security (RS), within the Office of Research Development/Sponsored Programs Administration has launched a process for reviewing foreign travel. This process has been implemented pursuant to National Security Presidential Memorandum 33 (NSPM-33). NSPM-33, which mandates a research security program for institutions receiving significant federal funding, includes a requirement for foreign travel security. This aspect focuses on mitigating risks associated with international travel by researchers, especially when visiting countries with a history of intellectual property theft or foreign influence.

RS receives information regarding foreign travel requests from International Operations and the Concur Team. The Research Security Specialist will collect further information regarding international collaborations, conferences, laptops/mobile devices, etc., to provide best practices for protecting federally funded research and intellectual property prior to UMB travels.

Please contact SPA-Research_Security for questions. For further information on NSPM-33 and UMBs Research Security Program, please visit the UMB Research Security Program website.

Reminder: Travelers Need REAL ID

As of May 7, 2025, travelers are required to use REAL ID for airport security checkpoints. Don't get stuck without proper identification!

Heads Up: Southwest Seating

Travelers are now able to select their assigned seats on Southwest airlines. See their website for further details.

New: Concur Expense Type Descriptions

Concur's new feature—Expense Type Descriptions and Quick Tips—makes expense reporting easier than ever! With helpful blurbs explaining when and how to use specific expense types, travelers can breeze through their reports with fewer warning messages and more confidence.

Need Help Finding Your Travel Admin?

The UMB Travel Admins are vital in managing travel logistics for UMB employees and non-employees.

Travel Admins are:

• Trained in both UMB travel policies and Concur
• Provide one-on-one travel assistance and answer questions
• Assist with travel requests, expense reports, and travel bookings

Please watch this short video to find your dedicated travel admin.

Reminder: Concur Guest Process

As of February 1, 2025, the new Concur guest process is in effect. Travel Arrangers can submit requests for students, affiliates, and non-employees using this streamlined process, eliminating the need for departments to create non-employee profiles.

This change is designed to save time and simplify the booking process. For more information, please review the step-by-step tutorial: Creating a Travel Request for a Guest.

Travel Talks

Travel Talks are one-hour virtual sessions to review and discuss travel-related topics. Participants are encouraged to ask questions, pose suggestions, and share information.

View the full schedule and join the Wednesday sessions using this meeting link.

Concur Drop-In Sessions

The Concur Support Team is continuing to offer Drop-In Sessions. Bring your Concur questions to the experts at one of the following virtual sessions!

• June 11, 2025: 11 a.m. to noon
• July 9, 2025: 11 a.m. to noon

Join using this Zoom link: http://umaryland.zoom.us/j/91506298777 

Instructor-Led Training Available Monthly

Monthly instructor-led training is available for Quantum Financials, Quantum Analytics, and Concur Travel & Expense. These sessions are great for both new users and anyone who wants a quick refresher. New users get a clear, structured intro to each platform, while experienced users can revisit key features, learn about updates, and make sure they're getting the most out of the tools.

Registration Info:

You can find all scheduled and self-study sessions on the Quantum Financial Calendar. Keep in mind: you’ll need to register and complete introductory sessions before registering for subsequent ones.

How to Register:

1. Visit the calendar to see upcoming sessions and read a quick description of each.

2. Click the session link to go straight to the registration database.

3. In the database, search for “Concur” or “Quantum” to see available sessions.

4. Click "Register" next to the session you'd like to join.