Civil and Environmental Engineering

BUSINESS OFFICE RESOURCES AND CONTACTS FOR CEE & MTI

BUILDING / CLASS ROOM ACCESS - ID-CARD SCAN REQUESTS
Email: Janet Alessandrini   **Faculty- email your class # and stude//nts' UID#s

KEYS - Email: Janet Alessandrini  
CEE CONFERENCE ROOM RESV. FORM *FOR STUDENTS & NON-CEE REQUESTS*
Faculty needing assistance for other meeting spaces, Email: Janet Alessandrini PLEASE NOTE, BEFORE MAKING RESERVATIONS FOR EGR 1179::
*CEE requests for before 8:30 a.m. & after 5 p.m. or weekends MUST have a Faculty Advisor present and will be confirmed. (REQUESTS FOR ANY EXCEPTION TO MEET OUTSIDE BUSINESS HOURS WITHOUT A FACULTY ADVISOR AT THE MEETING MUST BE SENT VIA EMAIL TO THE CEE DEPT. CHAIR FOR APPROVAL, AND THE APPROVAL UPLOADED TO THIS REQUEST.)    

FACILITIES MANAGEMENT REQUESTS:
**FOR CEE: ceebusinessrequest@umd.edu 
**For MTI:  requests-mti@umd.edu 

• ADDRESS & W-4 UPDATES:   W-4 ADDRESS & WITHHOLDINGS ONLINE SYSTEM First time users click the sign up link, if you have used the system before use the log on link. Once you are able to login you can select the appropriate form for your needs (Direct deposit, address, withholdings, W2/W4, etc.)
• DIRECT DEPOSIT UPDATE FORM: Direct Deposit Update Form Link - First time users click the sign up link, if you have used the system before use the log on link. Once you are able to login you can select the appropriate form for your needs (Direct deposit, address, withholdings, W2/W4, etc.)
• FELLOWSHIP REQUESTS:
  **FOR CEE:  FELLOWSHIP REQUEST ONLINE FORM  
  **FOR MTI:  FELLOWSHIP REQUESTS:   Email Cathy LaPadula 
• PAYCHECK QUESTIONS -  Email ceepayroll@umd.edu
  (**All paychecks are mailed and no longer picked up in the office. Inquire if you would like to fill out a direct deposit form.)
• PAYROLL & HR ACTION REQUESTS:
  **For CEE:  PAYROLL & HR ACTION REQUEST FORM  (
  (For new appts./ changes to existing appts.)
  **For MTI:  Email New Requests and Appointment/Funding Updates to Cathy LaPadula
• TUITION REMISSION RESOURCES & CONTACTS:
• TUITION REMISSION INFORMATION
• For Tuition Remission Requests: ceepayroll@umd.edu

PARKING CODES FOR VISITORS REQUESTS - ONLINE FORM

PROPOSAL PREPARATION AND ROUTING:

• Please use the WuFoo form links below to submit proposal information to CEE and MTI. The shared email addresses below can be used for any proposal correspondence with the business office. 
• Please submit your WuFoo form and draft budget at least 1.5 weeks before the proposal's due date so we have time to check and make updates. Budgets need to be finalized at least 1 week before the due date. If the budget is not finalized within the 1 week deadline CEE and MTI will not route your proposal. 
• Finalized budgets are budgets that have been checked and updated as needed by the department, cost share approvals are received, and task breakdown percentages/totals are given. Please note, cost share approvals from the Dean, Provost, and/or VPR take longer for approval and need to be requested at least 2.5 weeks in advance. 
• We need the final proposal documents at least 2 business days before the due date. If you need longer, let your proposal person know so we can tell ORA.
• ALL proposals need to be routed. This includes pre-proposals, letters of intent, MOUs, etc. There are a few exceptions but make sure you check email the CEE or MTI proposal inbox before you decide not to route a proposal as it could lead to UMD not accepting an award.
• **CEE: cee-proposal@umd.edu

CEE Wufoo for proposal routing - https://umdcee.wufoo.com/forms/zhp9x0t1h1jzf0/

**MTI: mti-proposal@umd.edu 
MTI Wufoo for proposal routing - https://umdcee.wufoo.com/forms/z6fg8ei1p6vsdb/

PURCHASING:

•  PURCHASE ORDER REQUEST FORM pdf
  Must include PI’s signature. (If the PI is out of town, attach an email with their approval for the request.
  *FOR CEE: Attach pdf request form and/or direct questions to ceebusinessrequest@umd.edu  
  **FOR MTI: Submit the online form - Online MTI Purchase Request Form (Online form routes to MTI staff at requests-mti@umd.edu and is monitored by Cathy LaPadula)
• PURCHASING REQUESTS FOR TEACHING SUPPLIES:
  
  •  PURCHASING REIMBURSEMENT REQUEST FORM pdf 
    For out of pocket purchases: **Must include all signatures and receipts to be reimbursed.
    **CEE: Attach request form and/or direct questions  to ceebusinessrequest@umd.edu 
    **MTI:  Upload the MTI REIMBURSEMENT REQUEST FORM pdf to the MTI Online Form (routes to MTI staff at requests-mti@umd.edu)

If you are purchasing an item and requesting the UMD logo to be added, we must get approval from UMD licensing.

Finance approval is needed for item purchases over $250 (per item)

• CEE (including teaching & lab supplies) - Purchase WuFoo form link: https://umdcee.wufoo.com/forms/cee-purchase-request/
•  MTI - Online MTI Purchase Request Form 

Purchase Reimbursements

You can purchase your own items but the items must be shipped to a campus delivery address, items shipped to home are not reimbursable. You will also need to provide supervisor and finance approval, detailed business purpose, receipts, and proof of payment (if the last 4 of the credit/bank card are not listed on the receipt).

CEE (select Disbursement Voucher - Personal Reimbursement at the top of the form) - https://umdcee.wufoo.com/forms/cee-purchase-request/
MTI - Wufoo link -  https://umdcee.wufoo.com/forms/mti-purchase-reimbursement-form/

TRAVEL:

In State travel includes the DC Metro Area (DC, VA, and MD). Finance approval is needed for all travel.
Travel requests are required for:

• In state Travel (with an overnight stay)
• Out of state Travel
• International Travel
• New mileage rate: 0.625
• Per diem: automatically calculated in the travel request (not eligible for in-state travel with no overnight stay)
• EWB trip requests and working fund checks are required at least 2 months in advance with appropriate budget spreadsheets. It takes a long time to get working fund checks.

Travel expenses:

• Need to be submitted within 90 days of the last day of travel or the expense claim is taxed. 
• Do not file claims before the travel has happened.
• All expenses need a receipt (except per diem and mileage). If the last 4 of the credit/bank card is not on the receipt we will need proof of payment. 
• Per diem is not allowed for in-state travel with no overnight stay, do not add this to your expense claim, it will be rejected. 
• The mileage calculator needs to be used for all mileage claims. Remember you can only claim the shortest mileage listed (mileage from home is authorized on weekends but not during the weekday unless it is less than the mileage to/from UMD/destination).
• Mileage for friend/family/student dropping you off at the airport, train, meeting venue is not reimbursable.

Travel for those on UMD payroll:  

Travel requests and expenses are entered by the traveler in Concur. You need to use Concur to book your flight, hotel, train, and/or car rental. Do not use external websites unless they are significantly cheaper and you can wait for the reimbursement.

Payment options in Concur and when traveling.

There is a ghost card (virtual card) in Concur that you can use for flights and trains. This card can’t be used to pay for a hotel since hotels often require the physical card when you arrive but it can hold a reservation. You cannot use this card for conference registrations as the full card details are not available (only the last 4 numbers). 

You can also apply for a t-card so you are not out of pocket for expenses. If you get a t-card, do not use it for food purchases. There are a lot of rules about food & catering purchases with t-cards and you may need to pay money back to UMD if something is not eligible. You can use the ghost card to book your flight/train and to hold the hotel reservation, then use the t-card to pay for the hotel when you arrive or you can pay using your card and claim the cost back. Use account 2945400 when applying for the t-card via Concur.

Concur Website access: https://purchase.umd.edu/travel/concur/concur-login

Concur Help: https://purchase.umd.edu/travel

Travel for those NOT on UMD payroll: 

Anyone not on UMD payroll is considered a guest. They can still submit their travel request and reimbursement but need to use the links below. The CEE travel/purchasing team will enter the request in Concur. You may need to fill out a W9, we will let you know once the travel is processed if the W9 is needed. Remember you will not get reimbursed until the travel is complete.

CEE -  Travel Request Form Link - https://umdcee.wufoo.com/forms/cee-travel-approval-request-tar-form/
MTI - Travel Request Form Link - https://umdcee.wufoo.com/forms/mti-travel-approval-request-tar-form

Travel Expense Statement Link - Fill out the form in the first link and upload into the second link (do not put your SSN on the form, leave it blank)

https://clarknet.eng.umd.edu/sites/default/files/documents/Civil/business-forms/Travel_Expense%20Reimbursement%20Form.pdf

CEE - Upload form using this link - https://umdcee.wufoo.com/forms/cee-travel-expenses-statement-tes/
MTI - Upload form using this link - https://umdcee.wufoo.com/forms/mti-travel-expenses-statement-tes

FACULTY - ONLY RESOURCES:

USEFUL RESOURCE LINKS: