The Monthly Ledger
A publication by the USM Foundation's Business Office
Contact Us! Request a special report or a report off-cycle
For general questions, informations, suggestions, or comments
To request a wire or ACH transfer or inform USMF of incoming funds

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Looking Ahead

In the Spring, we will host a training session on USMF grant administration requirements. Please keep an eye out for an announcement about the date and location in future issues of the Monthly Ledger.


Help Us Help You!


Disbursement Request Forms

1. Please remember to include the first two digits of your Project number. Without the first two digits of your project to identify your campus, your DRF could be posted to the wrong project. With over 3000 projects in our financial system, some numbers repeat and without the campus code are unidentifiable.


2. Please include your full phone number in addition to your name and title when completing the bottom of the DRF. This enables us to contact you should there be a problem with your request. 


1There will be a training session from 1:30-4pm, 12/5 in the Chancellor's Conference Room on the first floor of the Elkins Building. To reserve your spot, please send us an e-mail
Remember! To have access to Dashboard you must attend a training session. If you are unable to make this session, there will be others - please keep an eye out for upcoming dates in later editions of the Monthly Ledger. Space is limited.
2. The remote server only allows access from campus computers; if you need to access Dashboard from an off-campus computer, please connect through your VPN first.
3. Please remember to properly exit Dashboard by clicking on the File Menu and selecting "Exit and Signout." Failure to do so will keep the license open, preventing others from accessing data. Additionally, you will be unable to log-in the next time you try to access Dashboard. 
4. If you open documents and do not see anything, try minimizing Financial Edge. The documents may have opened behind your Financial Edge screen. 
5. If you need help with Dashboard send us an e-mail 

Who We Are


Director of Business Operations



Accounting Associate -
 Accounts Payable



Bernadette Mannone

Accounting Associate - 

Gift Processing

301-445-2704 ______________________________ 


Dawn James

Administrative Assistant to the Vice President for Finance and CFO

301-445-2713 ______________________________ 


John Simcox

Staff Accountant and 

Payroll Administrator

301-445-2734 ______________________________ 


Kate Koyfman

Investments Staff Accountant

301-445-2706 ______________________________


  Linda Ringer

Client Relations Specialist

301-445-2717 ______________________________


Randy Possehl

Grants Coordinator and Staff Accountant Contracts

301-445-2710 ______________________________ 


Roy Hossler

Senior Executive Accountant

301-445-1949 ______________________________


Virginia (Ginger) Whelley

Assistant Comptroller

301-445-2726 ______________________________


Pam Purcell

Vice President of Finance and CFO, General Counsel 


October 19, 2012
Important Dates


11/19: Last check run for November, 2012 - DRF's due by 1:30pm, Thursday 11/15


11/20: Last day to request outgoing ACH or EFT bank transfers for November (due by noon)


11/28Payroll Deduction cards must be received by USMF to ensure delivery to Central Payroll and to meet deadline for deductions to start promptly in 2013. If you have specific questions, contact Bernadette Mannone.


12/13: DRF's due by 1:30pm for last check run for calendar 2012


12/17: Last check run for 2012


12/20: Last day to request outgoing ACH or EFT bank transfers for 2012 (due by noon)


12/25/12-1/1/13: The University System of Maryland Foundation will be closed for Winter Break


12/31: Limited staff will be available in the Business Services Office


1/7: First check run for calendar year 2013


What's New!


In our continuing effort to provide enhanced client services, we are bringing back New Administrator Training. The first session is scheduled for December 5, 2012 from 9:00am-4:00pm, with a lunch break between 12:00pm-1:30pm. From 1:30pm-4:00pm, new administrators will receive training on using Dashboard. Training will be held in the Chancellor's Conference Room on the first floor of the Elkins Building. We also have plans to offer training in February, April, October, and December, based on need. 


A sample of the topics we will cover in detail are:

  • Navigating the USMF Website - finding resources and forms
  • Project Definition - defining our project number system
  • USMF Forms - where they are, what you should know about them
  • Disbursement Request Form - instructions and supporting policies and procedures
  • Monthly Reports - the reporting cycle and what your report means
  • Spendable Income - what is it and how is it calculated?
  • Dashboard - how to use it and what benefits there are for you

To register, please send us an e-mail with your name, e-mail address, and phone number by November 28, 2012. We hope you encourage all administrators with less than one year's experience who are working with the USMF to attend!

Have You Ever Wondered...

What NRA Stands For? 


It's not the National Rifle Association! NRA is an acronym for "Non-Resident Alien." There are various IRS rules and regulations regarding payment to NRAs, so we wanted to provide an overview in the event you have a situation where you need to prepare a disbursement request for a foreign national. 


A good place to start is our foreign national policy on our website. The policy outlines various documentation requirements for all foreign nationals. It is important that you know and understand these requirements before contracting the foreign national for their services. It is also crucial that you obtain all required documentation before their departure. 


Certain foreign nationals may be deemed to be NRAs. If the foreign national is an NRA, then additional IRS rules kick in. 


A few important points regarding NRAs and NRA payments:

  • NRAs are not only individuals, but are also foreign entities organized under the laws of a foreign country.
  • An NRA may avoid being treated as such if they pass the Substantial Presence Test (a typically complex IRS rule regarding the number of days the NRA has been in the United States in the past year and the pass three years.)
  • The United States has different tax treaties with different countries that may result in NRA payments being different for individuals (or entities) from different countries.
  • These rules are applicable to persons (or entities) working in the United States and earning United States sourced income. 

The most important detail to know about a payment to a NRA is that we are required by the IRS (unless exempted by treaty or other IRS code) to withhold 30% of the payment as an income tax withholding. To that end, it is important to inform your visiting foreign lecturers, consultants, etc. that their renumeration may be reduced by the income tax withholding. 


Please keep in mind that this is a brief overview, as we wanted to make you aware that there are additional steps necessary when paying for goods or services from foreign nationals. If you have more questions, please contact us by e-mail.