Working Fund

The Working Fund serves as an expeditious payment system for campus disbursements, such as membership dues, subscriptions, student emergency loans, employee payroll advances, etc.

It is not an alternative to the payment of invoices through Accounts Payable. Invoices on purchase orders cannot be paid through anything other than Accounts Payable.

The Procurement card should be used for transactions that accept credit card payments. There are a number of working fund transactions that can be paid with the campus procurement card (VISA).  If you are uncertain regarding the transaction, please contact the vendor.

Hours: 8:30 a.m.-5 p.m.
Contact: FS-Workingfund@umaryland.edu

Types of Transactions

  • Payroll advances/promissory notes
  • Membership dues to academic and professional associations
  • Subscriptions to academic and professional publications
  • Study participant payments (incentives and bus tokens)
  • Catering
  • Deposits in relation to purchase orders for event space
  • Conference booth rentals and related costs
  • Dental clinic refunds
  • Interlibrary loans
  • Miscellaneous emergency payments
  • Reimbursement of payroll promissory notes
  • Split postage checks from the State
  • Registration fees for conferences and seminars
  • Publications up to $499
  • Reprints of articles
  • Licensing renewal fees
  • Commencement awards
  • MTA transaction for parking

Checklists

Payroll Advance

  • Promissory note- Memorandum from department citing reason for request
    • Payroll promissory note 50 percent of gross amount {signed by FS-Payroll}
  • Advance form- Submit a payroll advance form with payroll certification card (50 percent of gross amount)

Study Participant Payment

  • Study Participant form
  • Research Consent form (Current date period)

Catering

(contact Procurement for approval details to submit WFrequest)

  • Agenda
  • List of attendees
  • Invoice (signed by the caterer)

Deposits

  • Purchase Order reflects the deposit (in the body of Purchase Order)
  • Supporting documentation:
    • Agenda
    • List of attendees
    • Invoice (Payee name, address, amount, details description)

Dental Clinic Refunds

  • Refund Memorandum
  • Support documentation
    • Account aging summary

Interlibrary Loans

  • Submit list of the loans
  • Invoices from the lending institutions

*Confirm the invoice pay group and payment method. Both should match*

*Print NONPO invoice header in portrait format, “Show More”, and expand lines*

*Attach supporting documentation (PI form, consent form, SPP analytics report, and/or invoice)*

*Verify invoice has been validated and initiated for approval first, then forward invoice for review and approval*

Visit workshops for a listing of workshops and job aids. 

Quantum Financials Class is a prerequisite to other Quantum training classes. It is online, self-paced.