Overview

Occasionally, Vendors require changes to their profiles in the eMaryland Marketplace Advantage (eMMA). Reasons for these changes vary from requiring an updated tax document to requesting a name change. This Quick Reference Guide (QRG) shows different processes for updating Vendor information for Active Vendors in eMMA. Click a link in the Sections area below to go directly to that particular process.

DISCLAIMER: This QRG only applies to you if you have a contract with one or more of these State agencies.

• Department of General Services (DGS)
• Maryland Department of Veteran Affairs (MDVA)

If you don't have an active contract with those State agencies, contact your procurement officer or vendor coordinator for your active contract.  If you don’t have a current active contract in eMMA, contact helpdesk at emma.helpdesk@maryland.gov.

 
IMPORTANT!! Only one Change Request can be processed at a time. If there is one Change Request already in progress, the first Change Request must be completed before the next one can start.

IMPORTANT!! Only ACTIVE Vendors can perform these steps. Registered Vendors will not be able to complete these processes. If you are a Registered Vendor (not Active) and you wish to change your Company Info, you can do so under the General Info tab and select the Company Profile option on your eMMA homepage. 

IMPORTANT!! Do not use the Change Request function to apply for any SBR or VSBE certifications or renewals. Click this link for more information and to apply for SBR. Click this link for more information and to apply for VSBE.

Sections

Click a link to go directly to the instructions for that process. If you need help at any time, please reach out to the eMMA Helpdesk at emma.helpdesk@maryland.gov.

 Remember, for the best results use the Google Chrome browser to access eMMA.

• Administrative Updates
• Correct Information from Returned Change Requests
• Request a Main Address Update
• Provide Missing Documents
• Request a Status Change
• Request a Tax ID Update
• Request Name Change (Legal or DBA)

Administrative Updates

Some aspects of a Vendor’s profile may only be updated by authorized personnel. These edits may be made without additional documentation or an approval process. In these cases, you do not need to do anything for your profile.

Correct Information from Returned Change Requests

After submission, change requests must go through a review and approval process. If something in your profile has not been properly completed; for example, if a supporting document does not comply with State specifications or if the request is unclear, then the profile may come back to you for update or clarification. Vendor Admins will receive a notification email of the required correction.

Request a Main Address Update

Overview

You may need to update your Main Address for your Vendor profile. For example, your business may have moved locations, or your main office may have moved, etc. This process below shows how to change your Main Address shown on the Company Information page for your profile in eMMA.

IMPORTANT!! Your Main and Remit-To (payment) address must match in your eMMA profile. If you need to add an additional Remit-To Address, please contact your Vendor Coordinator.

IMPORTANT!! This process is for ACTIVE Vendors only. Registered Vendors will not be able to complete this process.

IMPORTANT!! You must complete all 23 steps in this process. Failure to complete this process in its entirety will prevent the information from updating in the system.

Please keep in mind that only one Change Request can be performed at a time. 

Prerequisites

You must have scanned copies of the following items:

• Appropriate tax documentation with the new address,
• An invoice for your company that reflects the new address.
  If you do not have an invoice with the new address, these documents are also acceptable:
  • Vendor Contract
  • Web Page
  • Approved Loan or Grant Application
  • Credentialing Application
  • Other Independent Source (CJAMS, MMIS, Driver’s License, Household Mail supporting address, etc)

Steps

1. Access eMMA at www.emma.maryland.gov and log in with your credentials.
2. Click the General Info tab at the top of the webpage to open the drop-down menu and select the Company Profile option.
   
   
   
3. Click the Create a Change Request button at the top of the screen.
   
   NOTE: If you don’t see this button, you may have another Change Request in progress. Only one Change Request can be processed at a time. The previous Change Request must be completed before a new one can start.
   
   
   
   
4. Enter a reason in the Change Request Comments field. A red asterisk (*) indicates a required field.
   
   IMPORTANT!! Do not add your address to this field. This will not add your Remit-To Address in your profile. You will have the opportunity to make address changes in later steps.
   
   
   
   
5. Select the Request Address Update checkbox from the Change Request Reason list.
   
   
   
6. Click the Advance to Preparation button at the top of the screen. A popup displays.
   
   
   
7. Click OK in the popup. The screen refreshes and two document requirements display on the webpage. You must submit an invoice that shows the new address and a W9 that reflects the new address.
   
   
   
8. Click the Documents tab on the left-hand side panel.
   
   
9. Click the plus icon to the left of the IRS W-9 in the Legal Documents section. The Edit documents window opens.
   
   
   
10. Click the Click or Drag to add a file button to choose a file from your device or drag and drop the file on this spot to add it.  The added file displays below this button. Click the X to the left of the document to remove it.
    
    NOTE: You cannot upload documents over 307,200 KB in size.
    
    NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
    
    IMPORTANT!! The tax document must reflect the updated address.
    
    
    
    
    
    
11. Click the Save button at the top of the Edit documents window.
    
    
    
12. Click the green Submit W-9 for Review button that displays.
    
    NOTE: This button may vary in title depending on your document type.
    
    
    
    
13. Click the Save & Close button at the top of the Edit documents window.
    
    
14. Click the plus icon to the left of the document under the Attestations & General Documents section. The Edit documents window opens.
    
    IMPORTANT!! Submitting an invoice to validate a new address is not the same thing as submitting an invoice for payment. Do not submit an invoice for payment here.
    
    
    
    
15. Click the Click or Drag to add a file button to choose a file from your device or drag and drop the file on this spot to add it.  The added file displays below this button. Click the X to the left of the document to remove it, if necessary.
    
    NOTE: You cannot upload documents over 307,200 KB in size.
    
    NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
    
    NOTE: The invoice must reflect the updated address.
    
    
    
    
    
    
16. (Optional) Add comments in the Comments field below the Document Details section.
    
    
17. Click the Save button at the top of the Edit document window.
    
    
    
18. Click the green Submit Document button that displays at the top of the Edit document window.
    
    
    
19. Click the Save & Close button at the top of the Edit documents window.
    
    
20. Click the Payment Info tab on the left-hand side.
    
    
21. Edit the fields pertaining to the Alternate Payment (Remit To) Address section of the profile.
    
    
    
    1. Address (*): Enter the street address in this field.
    2. Address Line 2: Enter a second line for the street address if necessary.
    3. Address Line 3: Enter additional mailing instructions in this field. EXAMPLE: ATTN, C/O, etc.
    4. City (*): Enter the city for the Main address.
    5. State/Territory/Province (*): Enter the state, territory, or province for the Main address.
       
       NOTE: If you choose Maryland as the state, a new required County field displays below the Postal Code field.
       
    6. Postal Code (*): Enter the postal zip code for the Remit-To address.
    7. Country (*): Enter the country for the Remit-To address.
    8. County (*): Click this field to open the drop-down menu and select the county where the Remit-To address is located. You will not see this field if you did not select Maryland in sub-step e above.
        
22. Click Save button on the top of Edit payment info window.
    
    
23. Click the Submit for Approval button. A prompt displays. Click OK in the prompt.
    
    
    

The request is then sent to the appropriate state authority for verification and approval.  You will receive an email notification regarding your change request approval or denial. You can also see the status of your change request by going to your profile (Step 2) and selecting the Change Requests tab on the left-hand side-panel.

Once this process is complete, the information entered in these fields will translate to the Main Address on the Company Info tab.

Return to Top

Provide Missing Documents

Some Vendors may not have basic required documentation regarding their profile in eMMA. This process shows how to provide those missing documents. Using this request process, a user may submit a photo ID (for SSN), a W-9 (for EIN), or a W-8 (for out of state/country) as applies to them for their Vendor Tax ID type.

IMPORTANT!! This process is for ACTIVE Vendors only. Registered Vendors will not be able to complete this process.

Please keep in mind that only one Change Request can be performed at a time. 

1. Access eMMA at www.emma.maryland.gov and log in with your credentials.
2. Click the General Info tab at the top of the webpage to open the drop-down menu and select the Company Profile option.
   
   
   
3. Click the Create a Change Request button at the top of the screen.
   
   NOTE: If you don’t see this button, you may have another Change Request in progress. Only one Change Request can be processed at a time. The previous Change Request must be completed before a new one can start.
   
   
   
   
4. Enter a reason in the Change Request Comments field. A red asterisk (*) indicates a required field.
   
   
   
5. Select the Provide Missing Document(s) checkbox from the Change Request Reason list.
   
   
   
6. Click the Advance to Preparation button at the top of the website. Click OK in the prompt that displays.
   
   
   
7. Click the Documents tab on the left-hand side-panel.
   
   
8. Click the plus icon to the left of the document you need to upload. The Edit document window opens.
   
   
   
9. Click the Click or Drag to add a file button to choose a file from your device or drag and drop the file on this spot to add it.  The added file displays below this button. Click the X to the left of the document to remove it.
   
   NOTE: You cannot upload documents over 307,200 KB in size.
   
   NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
   
   
   
   
10. (Optional) Add comments in the Comments field at the bottom of the Edit documents window regarding the uploaded document.
    
    
11. Click the Save button at the top of the Edit document window.
    
    
    
12. Click the green Submit W-9 for Review button that displays.
    
    NOTE: This button title may vary depending on the type of document.
    
    
    
    
13. Click the Save & Close button at the top of the Edit document window.
    
    
    
14. Click the Save button.
    
    
    
15. Click the Submit for Approval button at the top of the webpage. Click OK in the prompt that displays. You will receive a notification email that someone at the state will verify the requested change.
    The change request is immediately approved and requires no further action. Click the Change Requests tab on the left-hand side-panel to see the status of your request.
    
    

Return to Top

Request Status Change

At times, a Vendor’s status may change in their record. For example, Vendor records which have no payment activity for an extended time are deactivated. In another case, a previously inactive Vendor may suddenly require a payment for services rendered. Each of these cases and others require a status change for a Vendor’s profile. This QRG shows you how to request your status change.

IMPORTANT!! This process is for ACTIVE Vendors only. Registered Vendors will not be able to complete this process.

Please keep in mind that only one Change Request can be performed at a time. 

1. Access eMMA at www.emma.maryland.gov and log in with your credentials.
2. Click the General Info tab at the top of the webpage to open the drop-down menu and select the Company Profile option.
   
   
   
3. Click the Create a Change Request button at the top of the screen.
   
   NOTE: If you don’t see this button, you may have another Change Request in progress. Only one Change Request can be processed at a time. The previous Change Request must be completed before a new one can start.
   
   
   
   
4. Enter a reason in the Change Request Comments field. A red asterisk (*) indicates a required field. If you wish to request a status change for a record, please specify which record (e.g., Site, Remit-To Address) and state the reason for this change in the Change Request Comments field.
   
   
   
5. Select the Request Status Change checkbox in the Change Request Reason list. If you wish to request a status change for a record, please specify which record (e.g. Remit-To Address) and state the reason for this change.
   
   
   
6. Click the Requested Vendor Status field to open the drop-down menu and select the desired status to which the record should be changed upon final approval; Active or Inactive.
   
   NOTE: If you are changing from inactive to active, you will need a current invoice.
   
   
   
   
7. Click the Advance to Preparation button at the top of the webpage. Click OK in the prompt that displays. If you are changing your status from “Active” to “Inactive”, skip to Step 15. If you are changing your status from “Inactive” to “Active,” continue to the next step.
   
   
   
8. Click the Documents tab in the left-hand side-panel.
   
   
9. Click the plus icon to the left of the Invoice document under the Attestations & General Documents section.
   
   
   
10. Click the Click or Drag to add a file button to choose a file from your device or drag-and-drop the file on this spot to add it.  The added file displays below this button. Click the X to the left of the document to remove it.
    
    NOTE: You cannot upload documents over 307,200 KB in size.
    
    NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
    
    
    
    
11. (Optional) Add comments in the Comments field at the bottom of the Edit document window regarding the uploaded document.
    
    
12. Click the Save button at the top of the Edit document window.
    
    
    
13. Click the Submit Document button at the top of the Edit document window.
    
    
    
14. Click the Save & Close button at the top of the Edit document window.
    
    
15. Click the Submit for Approval button at the top of the webpage to submit the change request. Click OK in the prompt that displays.
    
    
    
16. Click the Save button at the top of the webpage.

An authorized state-side user will review your request and approve or reject it. You will receive an email notification regarding the outcome.

Return to Top

Request Tax ID Update

For various reasons, a Vendor may need to request an update to their Tax ID on file with the State. Typically, this happens because of an error on original entry. This process puts safeguards in place to protect against fraud when making sensitive changes to a Vendor’s record.  

IMPORTANT!! This process is for ACTIVE Vendors only. Registered Vendors will not be able to complete this process.

Please keep in mind that only one Change Request can be performed at a time. 

Prerequisites

To support this update, you need to attach supporting documentation for the change. Depending on the type of tax ID you have, you will need:

• A Social Security Card if your Tax ID type is SSN,
• A new W-9 and a form IRS 147c if your Tax ID type is EIN,
• A new W-8 and a form IRS 147c if your Tax ID type is Foreign/Other.

These certified documents ensure the Tax ID update is valid and authorized by you, the Vendor.

Steps

This process shows how to update your Tax ID if your type is SSN. The process is the same for other Tax ID types (W-9 and W-8 form).

1. Access eMMA at www.emma.maryland.gov and log in with your credentials.
2. Click the General Info tab at the top of the webpage to open the drop-down menu and select the Company Profile option.
   
   
   
3. Click the Create a Change Request button at the top of the screen.
   
   
   
4. Enter a reason in the Change Request Comments field. A red asterisk (*) indicates a required field.
   
   
   
5. Select the Request Tax ID Update checkbox in the Change Request Reason list.
   
   
   
6. Click the Advance to Preparation button at the top of the webpage. Click OK in the prompt that displays.
   
   
   
7. Click the Documents tab on the left-hand side-panel.
   
   
8. Click the Add (plus) icon to the left of the required document in the Legal Documents section.
   
   
   
9. Click the Click or Drag to add a file button to choose a file from your device or drag and drop the file on this spot to add it.  The added file displays below this button. Click the X to the left of the document to remove it.
   
   NOTE: You cannot upload documents over 307,200 KB in size.
   
   NOTE: You cannot directly edit documents in eMMA, but you can upload new versions.
   
   
   
   
10. (Optional) Add comments in the Comments field at the bottom of the Edit document window regarding the uploaded document. You may need to scroll down to see the Comments field.
    
    
11. Click the Save button at the top of the Edit document window.
    
    
    
12. Click the Submit for Review button at the top of the Edit document window.
    
    
    
13. Click the Save & Close button at the top of the Edit document window.
    
    
    
14. Click the Submit for Approval button at the top of the webpage. Click OK in the prompt that displays.
    
    
    

Click the Change Requests tab in the left-hand side-panel to see the status of your request.

Return to Top

Request Name Change (Legal or DBA)

Periodically, a Vendor legally changes the name of their business. In these cases, Vendors must have their legal name, or the Doing Business As (DBA) name, changed in the eMMA system as well. Please reach out to your Vendor Coordinator to help you with this task. If you do not know your Vendor Coordinator, please reach out to the Helpdesk at emma.helpdesk@maryland.gov .

NOTE: Since this is a legal procedure, it requires proper documentation to validate this change. You must provide a secondary piece of supporting evidence like a court order or a driver’s license with the change reflected on it. A court order document is a legal document issued by a court indicating the legal name change of your business.

Return to Top