Overview

This Quick Resource Guide (QRG) is intended for Buyers and Procurement Officers who need to add a sub contractor for a contract in the eMaryland Marketplace Advantage (eMMA). It also shows how to enter an invoice for a sub contractor. 

• Add a sub contractor to a contract in eMMA
• How to enter a sub contractor invoice in eMMA(for R2.0 MVP Agencies Only)
  • Instructional Video for adding a sub contractor invoice in eMMA

If you need to create a contract in eMMA see the Procurement Officer QRGs on the Freshdesk webpage:

• Create a Contract from Scratch
• Create a Contract from an Awarded Solicitation

Prerequisites

• The contract to which you are adding a sub contractor must be in Draft Status. If it is already published, then you must ask the Procurement Officer who is theResponsible Team Member for that contract to amend it and add the sub contractor.
• If you are adding an invoice for a sub contractor, you will need an eMMA Contract number (CTR00XXXX) and an approved eMMA Purchase Order number (PO0000XXX).
  
  NOTE: You must be a user of DGS, DBM, DOIT, MDVA explicitly to use the sub contractor invoice function.
  
  

NOTE: For best results, use the Google Chrome browser to access eMMA.

NOTE: If you need help at any time, please reach out to the eMMA helpdesk at emma.helpdesk@maryland.gov.

Step-by-Step Instructions

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border indicates a required field, while yellow callouts with a black border  indicate optional fields. Letters within the callouts correspond to the explanations below the diagram.

Add a Sub contractor to a Contract

This process shows how to add a sub contractor to a contract in eMMA.

NOTE: If the sub contractor is not in eMMA you can create a profile for them in eMMA and get them registered. See the Procurement Officer QRG Create a Profile for a Vendor.

NOTE: Additional fields may display depending on your selections.
 

1. Access eMMA at https://emma.maryland.gov and log in with your credentials.
   
   NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials.
   
   
2. Click the Contracts tab at the top of the homepage and select the Browse Contracts option from the drop-down menu that opens.
   
   
   
3. Click on the blue hyperlink under the Contract Title or Contract ID columns.
   
   NOTE: The Date Status column must be Active and the Status column must be Draft.
   
   
   
   
4. Click the +Add Sub Contractor button. The Manage Sub Contractors window opens.
   
5. Enter the information in the fields under the Sub Contractor Details section. A red asterisk (*) indicates a required field (*).
   
   
   
   1. Sub Contractor (*): Enter a term for your sub contractor to search for that vendor in eMMA. You can also click the field and click the See All option at the bottom of the drop-down menu.
      
      NOTE: Clicking See All opens a new window listing all vendors in eMMA. You can search for vendors or browse through the list. Click the checkbox to the left of the vendor entry and close the window to make a selection. Your selection populates in the Sub contractor field.   
   2. Program Goal Amount (*): Enter the amount for the sub-contracting goal in this field.
   3. Award Date: Enter or select the date the contract will be or was awarded in this field. 
   4. Completion Date: Enter or select the date the Contract will be complete.
   5. Description of Work: Enter a brief but detailed description of the work provided by the sub contractor.
6. Enter the information in the fields under the Program Goals Info section. A red asterisk (*) indicates a required field.
   
   1. MBE Goal? (*): Does this contract have a Minority-owned Business/Enterprise goal? Click this field and select Yes or Nofrom the drop-down menu. If you select Yes, two more fields display.
      1. MBE Sub Goal?: Does this contract have an MBE sub goal? Click this field and select Yes or No from the drop-down menu.
      2. MBE Ethnicity (*): Click this field and enter the MBE ethnicity to which the MBE Goal applies. 
   2. ACDBE Goal? (*): Does this contract have an Airport Concessions Disadvantaged Business Enterprise goal? Click this field and select Yes or No from the drop-down menu. The default selection is No.
   3. VSBE Goal? (*): Does this contract have a Veteran-Owned Small Business Enterprise goal? Click this field and select Yes or No from the drop-down menu. 
7. Once all the required information has been entered, click the Save & Close button.
   
   
   
8. Click the Sub Contractor tab on the left-hand side-panel to check that the Sub Contractor was properly added. Click the Edit (pencil) icon to the left of the sub contractor entry to make changes.

Your sub contractor is now added to your contract. 

Enter a Sub Contractor Invoice in eMMA

You can use eMMA to add invoices associated with the contract and sub contractor. This lets you create required MBE, SBE, and VSBE reports more accurately.

NOTE: You can follow these steps to add invoices for a sub contractor in eMMA even if the sub contractor is not displayed on the contract’s sub contractor list.

NOTE: The sub contractor must be in registered or active status in eMMA.

NOTE: You must be a user of DGS, DBM, DOIT, MDVA explicitly to use the sub contractor invoice function.

Prerequisites

You will need to write down:

• the Contract number (CTR) and 
• the Purchase Order (PO) number.

Instructions

1. Access eMMA at https://emma.maryland.gov and log in with your credentials.
   
   NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials.
    
2. Click the Voucher tab at the top of the screen and select Create (under Browse Sub contractor Invoices) from the drop-down menu that opens.
   
   
   
3. Enter relevant information in the form fields. A red asterisk (*) indicates a required field.  
   
   1. Sub contractor (*): Enter a term for your sub contractor to search for that vendor in eMMA. You can also click the field and click the See All option at the bottom of the drop-down menu.
      
      NOTE: Clicking See All opens a new window listing all vendors in eMMA. You can search for vendors or browse through the list. Click the checkbox to the left of the vendor entry and close the window to select it. Your selection populates in the Sub contractor field.
       
   2. Invoice Number (*): Enter the invoice number in this field. This invoice number refers to the actual number on the Vendor’s invoice. 
   3. Invoices EN Label: This is an informational field to be used for additional information, if needed.
   4. Invoice Date (*): Click this field and select the date on the actual invoice (regardless of if vendor submits the invoice through eMMA or if it is entered into eMMA by a State employee).
      
      NOTE: A proper invoice must have the following information without error:
      1. The contractor’s federal employer’s identification number or Social Security number
      2. The procurement contract or purchase order number or another adequate description of the procurement contract
      3. Any documentation required by regulation or the procurement contract.
   5. Total Invoice Amount (*): Enter the total invoice amount in this field.
   6. Contract ID (*): Enter the Contract ID (CTR number) in this field.
   7. Order ID (*): Enter the Purchase Order ID (PO number) in this field.
   8. MBE? (*): Does your project have a Minority-Owned Business Enterprise (MBE) goal? Click this field and select Yes or No.
   9. VSBE? (*): Does this contract have a Veteran-Owned Small Business Enterprise goal? Click this field and select Yes or No from the drop-down menu.
   10. Created On: This field auto-populates and is read-only.
   11. Voucher Attachment (*): Click the Click or Drag to add a file button in the Scanned Voucher section, to upload the invoice for this sub contractor.
       
       NOTE: You cannot upload documents that exceed 307,200 KB.
       
       
4. Click the Save button at the top of the page once you are finished.

Instructional Video

Check out the instructional video for Entering Verified Sub contractor Payments at
https://www.gotostage.com/channel/df4ebe25df6842ae9e0c904a5e7222b3/recording/3969870ea8ae4aea834523da97e46382/watch

For additional training resources, check out more instructional videos at
https://www.gotostage.com/channel/emma .