Overview

This guide is intended to show vendors using eMaryland Marketplace Advantage (eMMA) how to manage payments related to contract compliance. Vendors serving as the primary vendor on a contract may need to add subcontractors to whom they will report payments under the terms of their contract. Vendors who have a contract with the State of Maryland and those that are subcontractors for State contracts may thenbe required to report on payments disbursed and payments received.

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

TABLE OF CONTENTS

• Adding Subcontractors (Prime Vendor)
• Entering Forecasted Payments (Prime Vendor)
• Submitting Payment Records (Prime Vendor)
• Reviewing and Approving Payment Records (Subcontractor)

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

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.
• A yellow callout with a black border  indicates an optional field.
• A red callout  highlights a specific section of a page.

Letters and numbers within the callouts correspond to the explanations below the diagram. A red asterisk (*) indicates a required field in the eMMA interface. 

Step-by-Step Instructions

Adding Subcontractors (Prime Vendor)

To add a subcontractor:

1. Log into eMMA by navigating to emma.maryland.gov.
2. Navigate to the Contracts module and select Manage Contracts towards the top of the page.
   A list of contracts between your organization and the State will appear.
3. Search for the contract using the Keywords field. Other fields are available towards the top of the page.
4. Click the Pencil icon next to the contract you need to update.
   
5. Click on the Utilization Plans & Management tab in the left-hand side-bar.
6. Navigate to the Subcontractor Management sub-tab. 
7. Click +Add Subcontractor.
8. Enter the required and optional information for either a subcontractor, or to request a Waiver.
   1. To add a subcontractor:
      1. Complete the fields in the Subcontractor & Services section.
         1. Vendor (*): Type in the name of the subcontractor and select it from the drop-down menu when it appears.
         2. Services to be Provided: Enter a brief description of the services that the subcontractor will complete as part of the contract
         3. Supplier (*) wholesaler, and/or regular dealer: Indicate whether the selected supplier meets one of these categories or not.
            
            
      2. Complete the fields in the Information section.
         1. Utilization Plan (*): Click and select one of the Utilization Plans associated with the contract from the drop-down menu.
         2. Estimated Payment Amount (*): Enter the amount, in dollars, that the subcontractor is supposed to receive under the associated Utilization Plan.
   2. To request a Waiver:
      1. Enter the Utilization Plan (*) and Estimated Payment Amount (*) (as described in the diagram above).
      2. In the Would you like to request a waiver? field, select Yes.
      3. An additional field titled "Upload your waiver here:" will appear. Use the Click or Drag to add a file button to upload the completed waiver request from your desktop.
9. Click Save.
   
10. Click Submit.

Entering Forecasted Payments (Prime Vendor)

Forecasted payments can be entered on the contract record to provide more detailed information to those responsible for managing the contract.

To enter a forecasted payment:

1. Log into eMMA by navigating to emma.maryland.gov.
2. Navigate to the Contracts module and select Manage Contracts towards the top of the page.
   A list of contracts between your organization and the State will appear.
   
3. Search for the contract using the Keywords field. Other fields are available towards the top of the page.
4. Click the Pencil icon next to the contract you need to update.
   
   
5. Click the Utilization Plans & Management tab on the left-hand side of the screen.
6. Click Payment Forecasting towards the top, middle of the screen. All existing forecasted payments will be visible.
7. Click +Add Forecasted Payment to enter a new payment record.
   
   
8. Complete the mandatory fields.
   1. Subcontractor: Begin typing the Subcontractor's name in the field and select them in the list when they appear. Only Subcontractors that have registered in eMMA will be available.
   2. Month: Select the month that the payment is expected to be made.
   3. Year: Select the year that the payment is expected to be made.
   4. Amount Forecasted: Enter the anticipated payment amount in U.S. Dollars.
9. Click Save & Close.

You will return to the list of forecasted payments.

To edit a forecasted payment:

1. Click the Pencil icon next to the payment.
2. Update the fields accordingly.
3. Click Save & Close.

To delete a forecasted payment:

1. Click the Pencil icon next to the payment.
2. Click Delete.
3. Click Close.

The payment will disappear when the page is refreshed.

Submitting Payment Records (Prime Vendor)

When an actual payment is made from the prime vendor to a subcontractor, a payment record must be entered into eMMA.

To enter a payment record:

1. Log into eMMA by navigating to emma.maryland.gov.
2. Navigate to the Contracts module and select Manage Contracts towards the top of the page.
   A list of contracts between your organization and the State will appear.
    
3. Search for the contract using the Keywords field. Other fields are available towards the top of the page.
4. Click the Pencil icon next to the contract you need to update.
   
5. Click the Utilization Plans & Management tab on the left-hand side of the screen.
6. Click Payments towards the top, middle of the screen. All existing payments will be visible.
7. Click +Add Payment.
   
8. Complete the mandatory fields.
   1. Subcontractor: Begin typing the Subcontractor's name in the field and select them in the list when they appear. Only Subcontractors that have registered in eMMA will be available
   2. Amount Paid: Enter the amount paid to the subcontractor.
   3. Payment Date: Enter the date the payment was disbursed.
   4. Invoice(s): Enter the invoice number.
   5. Invoice Date: Enter the publishing date from the invoice.
9. Click Save.
10. Click Submit.
    

After submission, the payment record will route to the subcontractor where they will enter the amount paid to them and the payment date. Then, it will route to the State for review.

If the submission is rejected at any point, it will route back to the Prime Vendor who will receive an email notification and a new task listed in the My Pending Validations section of the homepage.

When the payment record is in Draft status, the Prime Vendor can choose to submit or delete the submission. Payment records cannot be deleted by the Prime Vendor after submission.

Reviewing and Approving Payment Records (Subcontractor)

When a payment record is submitted by a Prime Vendor, the subcontractor that received payment is required to update the payment record before the State reviews.

To review a payment record:

1. Log into eMMA by navigating to emma.maryland.gov.
   
2. Under the My Pending Validations section of the homepage, click the Pencil icon next to the submission.
   Prior to this, subcontractors will receive an email notification stating that there is a new payment record to review. Subcontractors can click the link within the email which will take them directly to eMMA to login.
   
3. Complete the mandatory fields.
   1. Payment Amount Received by Subcontractor: The amount paid to the subcontractor.
   2. Subcontractor Payment Received Date: The date the payment was received.
4. Click Approve to send the payment record to the State. If there are discrepancies, click Reject to send back to the prime vendor.