Overview

Many Vendors have more than one valid order or payment address.  The State of Maryland calls an additional payment order or payment address a “mail code.” The eMaryland Marketplace Advantage (eMMA) calls it a “Remit-To address.” This quick reference guide (QRG) shows how to create and respond to a request to add a remit-to address for a Vendor. It applies to eMMA users with the Vendor Coordinator role at the State of Maryland.


IMPORTANT!! You can only submit one Change Request for a Vendor at a time. If you have more than one Remit-To address to add, you will need to repeat this process for the next address. That address will also follow the same approval path as the previous Remit-To Change Request.

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

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


Prerequisites

You will need a current invoice to upload into eMMA.

IMPORTANT: Providing a document is for evidence purposes only. Do not submit an invoice here for payment processing.

IMPORTANT!! You can only add a Remit-To address to an Active Vendor in eMMA and non-interfacing Vendors.

Step-by-Step Instructions

Create a Remit-To Address Change Request

  1. Access eMMA at https://emma.maryland.gov and log in with your credentials.

    NOTE: Depending on your agency, you may 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 Vendors tab at the top of the webpage and click the Browse Vendors option from the drop-down menu.
    The Vendors tab and the Browse Vendors option from the drop-down menu.

  3. Enter the Vendor’s tax ID in the Keywords field and click the Search button on the right. This ensures that you submit the Remit-To request for the correct Vendor.
    The Keywords field and the Search field.

  4. Click the edit (pencil) icon on the left side of the Vendor to access the Vendor profile.
    The Edit or pencil icon for a Vendor profile.

  5. Click the Create Payment Address button at the top of the webpage.
    The Create Payment Address button.

  6. Click the Initiate Setup Process button at the top of the webpage.
    The Initiate Setup Process button.

  7. Click the Address & Payment Info tab on the left-hand side panel.The Address & Payment Info tab.

  8. Enter information in the fields for Remit To Address section. A red asterisk (*) indicates a required field.
    A diagram of the Address fields for a remit-to address.

    1. Address (*): Enter the Remit-To street address in this field.

    2. Address Line 2: Enter a second line for the Remit-To street address if necessary.
    3. Address Line 3: Enter additional mailing instructions in this field. EXAMPLE: ATTN, C/O, etc.
    4. Address Line 4: Enter any internal notes from R*Stars here. This field is NOT visible to the Vendor.
    5. City (*): Enter the city for the Remit-To address.
    6. State/Territory/Province (*): Enter the state, territory, or province for the Remit-To address.

      NOTE: If you choose Maryland as the state, a new required County field displays below the Postal Code field. Click this field to open the drop-down menu and select the county where the Remit-To address is located.
      The County field that displays if you select Maryland.
    7. Postal Code (*): Enter the postal zip code for the Remit-To address.
    8. Country (*): Enter the country for the Remit-To address.

  9. (Optional) Enter contact information regarding the Remit-To address in the Remit-To Address Contact Information section.
    A diagram of the Remit-To Address Contact Information fields.
    1. AP Invoice Email: Enter the email address for the payment department for the Remit-To address.
    2. AP Invoice Phone: Enter the phone number for the payment department for the Remit-To address. The format is a 10-digit number without spaces or hyphens.
    3. AP Invoice Fax: Enter the fax number for the payment department for the Remit-To address. The format is a 10-digit number without spaces or hyphens.

  10. Ensure all information is accurate and click the Save button at the top of the window.The Save button.

  11. Click the Required Document: Invoice alert in the right-hand side-panel, or click the Documents tab on the left-hand side-panel.

    IMPORTANT: Providing a document is for evidence purposes only. Do not submit an invoice here for payment processing.

    The Required Document: Invoice alert and Documents tab.

  12.  Scroll down to the Attestations & General Documents section and click the Add (plus) icon to the left of the Invoice in the Type column. The Edit document window displays with invoice specifications to the right of the Document Details.
    The Add or plus icon to the left of Invoice.

  13. 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.

    The Click or Drag to add a file button.


  14. Click the Date Provided field and select the date your agency received the invoice.
    The Date Published field.

  15. (Optional) Add comments in the Comments field below the Document Details regarding the uploaded document. You may need to scroll down in the window to see this field.
    The Comments field.

  16. Click the Save button at the top of the window. A new button displays after you click Save.
    The Save button.

  17. Click the Submit Document button at the top of the Edit document window.
    The Submit Document button.

  18. Click the X in the upper right-hand corner of the Edit document window to close it. The uploaded document shows as attached on the Documents page.The X button.

  19. Click the Agency Selection Required alert on the right-hand side-panel or click the Qualifications tab on the left-hand side panel.
    The Agency Selection Required alert and the Qualifications tab.

  20. Click the + Add an Agency button.The +Add an Agency button.

  21. Click the blank field below the Agency column to open the drop-down menu and select an agency. If you don’t see your agency listed, click the See All option at the bottom of the menu.
    The See All link opens a window that lets you browse for state agencies in eMMA. Click the plus icons to the left of the organization to see agencies within that organization. You can also search for your desired agency in the Keywords field.
    The Keywords field and the plus sign to open more agencies.


    Select the checkbox to the left of the Vendor’s appropriate agency. The window closes and the agency populates in the field.
    . The unselected checkbox for an agency.

  22. Click the Save button at the top of the webpage.

    The Save button.

  23. Click the blank field under the Pending Status column and select the Approved option from the drop-down menu that opens.
    The blank field in the Pending Status column and the Approved option in the drop-down menu.

  24. Click the Save button at the top of the webpage and click OK in the prompt that displays. The Save button.

  25. Repeat Steps 20-24 to add any additional agencies to this Vendor, if necessary. Otherwise skip to Step 26.

  26. Click the Submit for Approval button at the top of the webpage.
    The Submit for Approval button.

The request will be sent to and reviewed by the appropriate authorized users.

IMPORTANT!! You can only submit one Change Request for a Vendor at a time. If you have more than one Remit-To address to add, you will need to repeat this process for the next address. That address will also follow the same approval path as the previous Remit-To Change Request.

Respond to a Remit-To Address Change Request (Vendor Coordinator) 

Once the initial change request is made, the request gets routed to the Vendor Coordinator and then the Comptroller respectively. This part of the process relates to the Vendor Coordinator’s role in reviewing a Remit-To Address Change Request.

 NOTE: This QRG process only applies to users in the Vendor Coordinator role in eMMA. 

  1. Navigate to the Vendor’s profile in eMMA. You can use the notification email, your My To-Do List on the homepage, or browse for vendors.
  2. You will need to perform the required verifications on uploaded documentation. 
    1. Check the validity of the request
    2. Check the uploaded documents
    3. Review any exceptions in the results returned from the validation performed by Relish Data Assure. Relish checks for a valid address, tax ID, and legal name related to a Vendor.  

       NOTE:       Relish is an automated platform used by eMMA to verify information provided to the IRS and the USPS. Users cannot change information in Relish.
       
  3. From the Vendor profile page, you have three options:
    1. Approve Payment Address: Click this button to approve the Remit-To address for this Vendor. Upon clicking this button, the Remit-To request is sent to the Comptroller for review where it is either approved or rejected. The Approve Payment Address button.

    2. Return to Requestor: Click this button if the requestor needs to submit more information or correct something. A Comments window displays. Enter the reason for returning the Remit-To address back to the Requestor and click the Confirm button. The Requestor receives a notification email along with your comments about what to fix.
      The Return to Requestor button.

    3. Reject Address: Click this button to reject the Remit-To address altogether. A Comments window displays. Enter the reason for rejecting the Remit-To address and click the Confirm button. The Requestor receives a notification email along with your comments.
      The Reject Address button.