The Elm

As discussed at recent town halls, a new Request Approval for Telework Supply Reimbursement or Pick Up form is available on the UMSON COVID-19 webpage.

Employees should complete and submit this form to request approval prior to purchasing any supplies for use during telework. The form will be routed to your supervisor for approval (you must enter your supervisor’s name and email address), and your supervisor will then forward the request to Steve Pease for approval. Once you receive approval, you may move forward with purchasing your supplies.

Employees have two options to procure supplies, and your choice must be indicated on the form:

1. You purchase your item(s) and submit a receipt for reimbursement.
• Purchase the approved item(s) and then submit the receipt(s) to Steve Pease at spease@umaryland.edu by scanning in or taking a photo of the receipt(s).
• Steve will forward the approval form and receipt(s) to the department for upload into Quantum. 
• Potentially, you may need to complete and submit a W-9 form (available on this page) for the first reimbursement, since we have to register each person as a vendor in the system.
• Reimbursements are not taxable if submitted within 60 days of purchase.
• Receipts submitted for reimbursement with dates prior to approvals being issued will not be processed.

2. You request that your department makes the purchase, and you agree to pick up the relevant item(s) at the UMSON building in Baltimore.

• Item(s) will be purchased by the department and shipped to the School of Nursing in Baltimore.
• The department will forward order details by email to Chris Evans (christopher.evans@umaryland.edu) with a copy to Megan Woolley (megan.woolley@umaryland.edu) and must include the following information: the vendor name, item(s) ordered, and employee’s name.
• Facilities Management will open the delivered items, inspect them, and save the packing slips for the department.
• Facilities Management will label the box with the employee’s name and then contact the employee by email to schedule pick-up at the School of Nursing loading dock on a Wednesday.

Reimbursements will be added to your paycheck and are not taxable if receipts are submitted within 60 days of purchase.

Regardless of the method selected, any unused items are expected to be returned to the School of Nursing at the end of episodic telework.

If you have any questions, or need further guidance or accommodations, please feel free to contact Steve at spease@umaryland.edu.