Financial Accountability Across the University

The Office of the Controller works to provide exceptional service to Coppin students, faculty, and staff by sharing timely and accurate information on financial administration and business practices that impact Coppin and the larger higher education industry.

The Office of the Controller oversees additional offices and services related to university billing, accounts, and grants, and accounting, including:

Offices

• Accounts Payable
• Bursar and Student Accounts
• Grants and Contracts
• Student Perkins Loan Collection and Management
• Working Fund Services

Services

• Cashier
• General Accounting Services and Reporting
• Third Party Billing

Forms and Downloads

Visit the MD Department of Budget and Management (DBM) website for travel reimbursement and other DBM forms.

Browse all forms and downloads

Grant Setup in Workday

All funds awarded to Coppin State University through grants and contracts require a University Workday Grant ID Number. The Workday Grant ID Number is essential because it allows for faculty and staff to be paid, materials to be purchased and related expenses to be reimbursed.

Project Directors/Managers seeking to obtain a University Workday Grant ID Number for an awarded grant or contract for their respective departments, projects, institutions or programs must notify the Grants and Contracts Office. The process normally takes about 5 business days to be set up in the University’s accounting/budget system.

When requesting a Workday Grant ID Number for a grant or contract, the Project Director/Manager should do the following:

• Notify the Grants and Contracts Office of the grant and/or contract award by email, phone, or in-person meeting.
• Send a hard copy of the Award Notification to the Grants and Contracts Office within 24 hours of notification.
• Submit a completed Request for Department/Project ID Form to the Grants and Contracts Office.
• On the Form, designate a project responsible person, project requester, project approver and their alternates.
• Attach all documentation that clearly explains the terms and requirements for the grant or contract.
• Indicate whether the Grant is full Federal support or has a provision for In-Kind Contributions (highlight this in grant/contract documentation).
• Submit a Project Budget. The Grants and Contracts Office can assist with the preparation of all budgets required for the Project, if necessary.
• Upon submission of the completed Request for Department/Project ID Form and required documentation, a Workday Project ID number will be assigned.
• A Workday Grant ID cannot be assigned until all documentation has been submitted to the Grants and Contracts Office.

The Grants and Contracts Office should be notified and kept abreast of any requests that will alter the grant or contract. Additionally, any interim and or final reports should be reviewed by the Grants and Contracts Office staff before the information is submitted to the Grantor.

General Information

Once a grant is awarded a copy of the documentation should be forwarded to the Grants and Contract Office.

Any interim and/or final reports should be reviewed by the Grants and Contracts Office before the information is submitted to the Grantor.

For budget and/or financial inquiries please contact the Department of Grants and Contracts.

All materials and correspondence related to grants must be sent to grants@coppin.edu. 

Grant Setup in Workday

All funds awarded to Coppin State University through grants and contracts require a University Workday Grant ID Number. The Workday Grant ID Number is essential because it allows for faculty and staff to be paid, materials to be purchased and related expenses to be reimbursed.

Project Directors/Managers seeking to obtain a University Workday Grant ID Number for an awarded grant or contract for their respective departments, projects, institutions or programs must notify the Grants and Contracts Office. The process normally takes about 5 business days to be set up in the University’s accounting/budget system.

When requesting a Workday Grant ID Number for a grant or contract, the Project Director/Manager should do the following:

• Notify the Grants and Contracts Office of the grant and/or contract award by email, phone, or in-person meeting.
• Send a hard copy of the Award Notification to the Grants and Contracts Office within 24 hours of notification.
• Submit a completed Request for Department/Project ID Form to the Grants and Contracts Office.
• On the Form, designate a project responsible person, project requester, project approver and their alternates.
• Attach all documentation that clearly explains the terms and requirements for the grant or contract.
• Indicate whether the Grant is full Federal support or has a provision for In-Kind Contributions (highlight this in grant/contract documentation).
• Submit a Project Budget. The Grants and Contracts Office can assist with the preparation of all budgets required for the Project, if necessary.
• Upon submission of the completed Request for Department/Project ID Form and required documentation, a Workday Project ID number will be assigned.
• A Workday Grant ID cannot be assigned until all documentation has been submitted to the Grants and Contracts Office.

The Grants and Contracts Office should be notified and kept abreast of any requests that will alter the grant or contract. Additionally, any interim and or final reports should be reviewed by the Grants and Contracts Office staff before the information is submitted to the Grantor.

General Information

Once a grant is awarded a copy of the documentation should be forwarded to the Grants and Contract Office.

Any interim and/or final reports should be reviewed by the Grants and Contracts Office before the information is submitted to the Grantor.

For budget and/or financial inquiries please contact the Department of Grants and Contracts.

All materials and correspondence related to grants must be sent to grants@coppin.edu. 

The Office of Grants and Contracts is available to assist Project Directors/Managers and responsible persons for University grants with budget preparation and financial monitoring of their Grant Awards.

Anyone working on the preparation of a University grant proposal or contract should notify the Office of Grants and Contracts as well as the Office of Sponsored Programs and Research. Notification can be completed through an email, phone call or an in-person meeting (preferred). Once the proposal has been submitted to the grantor by the Sponsored Research department a copy will be forwarded to the Office of Grants and Contracts.

Responsibilities of the Grant Accountant:

• Review Proposal Budget
• Review Grant Award
• Assist Project Director/Manager with management of their grants
• Assigning PeopleSoft account information
• Submit completed Project Create Form for processing
• Financially monitoring of Grant Awards
• Process Grant draw downs
• Confirm fund availability
• Confirm Project deliverable and report data with Project Manager
• Prepare required Financial reports
• Finalization of Grant closeout

The Office of Grants and Contracts is available to assist Project Directors/Managers and responsible persons for University grants with budget preparation and financial monitoring of their Grant Awards.

Anyone working on the preparation of a University grant proposal or contract should notify the Office of Grants and Contracts as well as the Office of Sponsored Programs and Research. Notification can be completed through an email, phone call or an in-person meeting (preferred). Once the proposal has been submitted to the grantor by the Sponsored Research department a copy will be forwarded to the Office of Grants and Contracts.

Responsibilities of the Grant Accountant:

• Review Proposal Budget
• Review Grant Award
• Assist Project Director/Manager with management of their grants
• Assigning PeopleSoft account information
• Submit completed Project Create Form for processing
• Financially monitoring of Grant Awards
• Process Grant draw downs
• Confirm fund availability
• Confirm Project deliverable and report data with Project Manager
• Prepare required Financial reports
• Finalization of Grant closeout

This fund is available for disbursements that may not fit the requirements of typical Accounts Payable purchases. It is designed to help in emergencies. Because availability of funds is limited, we review each request on a case-by-case basis and may or may not be approve a request as a working fund transaction. We also conduct the review to ensure that only purchases which cannot be handled in another manner are the only requests using monies from the Working Fund.

Please note: Your procrastinating and lack of adequate planning does not constitute an emergency for the Working Fund.

Qualifying Requests

Every request for a Working Fund advance is not qualified. Qualified requests include:

• Salary Advances for new employees
• Registration fees for conferences when direct billing or a purchase order can not be used
• Establishment of petty cash fund
• Exchange checks
• Emergencies

Steps to Request a Working Fund Check

Be sure to submit any Working Fund request at least 2 business days before you need the check. We appreciate as much time as possible to review and process requests.

Step 1: The designated requester for a department must create a purchase requisition to buy all goods and services.

Each requisition must include all necessary information pertaining to the goods and services that are to be procured for example; description, quantity, UOM, category, price, shipping information. Please Note: when entering a requisition, enter WORKING FUND as the vendor's name. 

Step 2: The designated requester submits the purchase requisition to an approver for review and approval. Each approver must check the following for each requisition:

• amount
• valid chart field information
• budget availability

Once the approver completes the approval process successfully, the approver forwards requisition to the Office of Procurement.

Step 3: The Office of Procurement processes the requisition. Once processed, Procurement generates a purchase order, and can provide additional information regarding the status of the requisition/purchase order number.

Step 4: Complete a Working Fund check request form, then attach it to the purchase requisition. We will not disburse any checks without sufficient documentation and justification.

All advance recipients must either return receipts for approved expenditures or actual cash. If you do not repay your working fund advance within 48 hours after the event, we will not honor your future requests for funds. If the advance is not repaid, we will forward your account to the Maryland State Central Collections Unit, where they assess collection fees.

Forms and Downloads

This fund is available for disbursements that may not fit the requirements of typical Accounts Payable purchases. It is designed to help in emergencies. Because availability of funds is limited, we review each request on a case-by-case basis and may or may not be approve a request as a working fund transaction. We also conduct the review to ensure that only purchases which cannot be handled in another manner are the only requests using monies from the Working Fund.

Please note: Your procrastinating and lack of adequate planning does not constitute an emergency for the Working Fund.

Qualifying Requests

Every request for a Working Fund advance is not qualified. Qualified requests include:

• Salary Advances for new employees
• Registration fees for conferences when direct billing or a purchase order can not be used
• Establishment of petty cash fund
• Exchange checks
• Emergencies

Steps to Request a Working Fund Check

Be sure to submit any Working Fund request at least 2 business days before you need the check. We appreciate as much time as possible to review and process requests.

Step 1: The designated requester for a department must create a purchase requisition to buy all goods and services.

Each requisition must include all necessary information pertaining to the goods and services that are to be procured for example; description, quantity, UOM, category, price, shipping information. Please Note: when entering a requisition, enter WORKING FUND as the vendor's name. 

Step 2: The designated requester submits the purchase requisition to an approver for review and approval. Each approver must check the following for each requisition:

• amount
• valid chart field information
• budget availability

Once the approver completes the approval process successfully, the approver forwards requisition to the Office of Procurement.

Step 3: The Office of Procurement processes the requisition. Once processed, Procurement generates a purchase order, and can provide additional information regarding the status of the requisition/purchase order number.

Step 4: Complete a Working Fund check request form, then attach it to the purchase requisition. We will not disburse any checks without sufficient documentation and justification.

All advance recipients must either return receipts for approved expenditures or actual cash. If you do not repay your working fund advance within 48 hours after the event, we will not honor your future requests for funds. If the advance is not repaid, we will forward your account to the Maryland State Central Collections Unit, where they assess collection fees.

Forms and Downloads

Welcome to Accounts Payable at Coppin State University, a division within the Office of the Controller. In a timely and efficient manner, we process payments for services, goods and other non-salary expenses acquired by the University.

We are responsible for:

• Processing invoices and payment
• Performing complete audits of Procurement Card (P-Card) statements
• Issuing travel reimbursements
• Tracking vendor Payments
• Maintaining the Working Fund
• Issuing travel payments

Accounts Payable Forms

Browse all forms

Welcome to Accounts Payable at Coppin State University, a division within the Office of the Controller. In a timely and efficient manner, we process payments for services, goods and other non-salary expenses acquired by the University.

We are responsible for:

• Processing invoices and payment
• Performing complete audits of Procurement Card (P-Card) statements
• Issuing travel reimbursements
• Tracking vendor Payments
• Maintaining the Working Fund
• Issuing travel payments

Accounts Payable Forms

Browse all forms

Our goal in the Office of Procurement & Business Services is to serve and facilitate Coppin State University goals. We partner with suppliers, the public, and other university departments to build and maintain Coppin's reputation as a trustworthy partner.

The Office of Procurement & Business Services actively supports the university through the following: 

• Procurement of goods and services for best value
• Commitment to conducting university business in a fair and open environment, in full compliance with applicable laws and regulations
• Establishment and administration of effective contracts
• Identification of opportunities to enhance the university's buying power
• Support the State of Maryland Minority Business Enterprise program and Small Business Reserve Program

Our Values

We are a service conscious team, strongly committed to the University. We approach our work and relationships with the departments and vendors from a shared set of core values:

• Courtesy
• Cooperation
• Continuous Improvement
• Fairness
• Flexibility
• Integrity
• Professional Development
• Responsiveness

Procurement Card

In 1997, the State of Maryland implemented the Corporate Purchasing Card Program (P-Card). The Corporate Purchasing Card is similar to a consumer credit card except there are no fees or interest costs to the state. The State Comptroller's General Accounting Division (GAD) administers the statewide program. GAD requires each state agency to assign a Purchasing Card Program Administrator (PCPA). The PCPA is responsible for card issuance and control for their agency. The PCPA is also responsible for training all cardholders prior to issuing the P-Card. The training is a state requirement for all cardholders.

P-Card Benefits

• Eliminates the use of requisitions, purchase orders, invoice processing and check issuance
• Small procurements can be made within hours instead of days

Vendors benefit since the card-issuing bank typically pays within 2 days of the purchase instead of the 25-30 day process required to invoice the agency and then receive payment from the state.

Primary Cardholder Responsibilities

• To procure goods and services at the best price for the University;
• maintain records and supporting documents for all purchases;
• reconcile purchases to monthly card statements.

P-Card Transaction Verification

Learn how to verify P-Card transactions in Eagle Workday.

Code of Ethics

The Office of Procurement & Business Services consistently exercises sound business judgment and maintains the highest ethical and moral standards while conducting university business and handling personal matters. Coppin endorses and is covered under the Code of Ethics for the Executive Branch Officers and Employees promulgated by the Executive Order of the Governor dated September 4, 1969. The Office of Procurement further subscribes to the professional Code of Ethics advocated by the National Association of Educational Procurement which directs out office to:

• Give first consideration to the objectives and policies of our institution
• Strive to obtain the maximum value for each dollar of expenditure
• Decline personal gifts or gratuities
• Grant all competitive offerors/bidders equal consideration as the established policies of my institution allow, and regard each transaction on its own merits
• Conduct business with potential and current suppliers in an atmosphere of mutual confidence and integrity, void of intentional misrepresentation
• Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product
• Use only by consent, original ideas and designs devised by one vendor for competitive purchasing purposes
• Be courteous to all who call on legitimate business missions
• Be willing to submit any major controversies to arbitration or other third party review, as the established policies of my institution permit
• Cooperate with trade and industrial associations, governmental and private agencies engaged in the promotion and development of sound business methods
• Foster fair, ethical, and legal trade practices
• Counsel and cooperate with NAEB members and promote a spirit of unity among them

Forms and Downloads

Browse all Procurement Forms and Downloads