Staff Materials
Information for Administrative Support Staff
UMD staff assisting with program review procedures may log in to access any of the forms provided on this page.
Reviewer Correspondence
- Sample reviewer invitation message
- Sample reviewer confirmation letters (recommended to send via email as an attachment and mail a hard copy)
- Sample review team message with materials and draft itinerary (send May or June)
- Sample review team message with final itinerary and reimbursement instructions (send approximately 2 weeks prior to the visit)
Expense Procedures for Staff
The EVCAA office covers allowable expenses for the external program reviewers only. These allowable expenses include the EVCAA-approved honorariums, travel, lodging, and meals (including the reviewers' meals at the Dean's welcome dinner). The EVCAA office does not reimburse for long-distance phone calls, alcohol, or UMD employee meals.
1) Arrange flight and lodging for the program reviewers (the Dean's office will determine whether arrangements are made by the Dean's office or the Department office)
2) Collect itemized receipts for remaining travel-related expenses following the visit (checked bag, parking, transportation, meals, misc.) and send reviewers the following documents to complete for reimbursement:
- W-9
- Supplier Authorization Form: New Supplier (Form: UM1679A)
- Independent Contractor Authorization (Form: UM1650)
Forms can be downloaded from the University Policy Library (Requesting a New Supplier or Changing an Existing Supplier)
3) Ensure the official final report is received from the team chair prior to payment
4) Complete the Check Request Form (Form UM1659, Processing SPV Payments)
5) Submit a Finance TDX ticket (My U> Key Links> HR & Finance Service Center> Finance> Receive and Pay for Goods & Services> Supplier Payment (top along the right side) ***Be sure to complete the ticket and upload all receipts, the check request form, W-9, Supplier Authorization and Independent Contractor Authorization forms to the ticket before submitting.
The Dean's office staff compiles the necessary documentation for their unit's program reviewers' expenses and submits the information to the EVCAA budget officer. Approved funds are transferred to the Dean's office, and the Dean's office distributes reimbursements, as applicable.