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)
• Submitting 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. On the first of the month, a record will automatically be created for each subcontractor listed on the contract. The record will remain in Awaiting Report Submissions status until the Prime Vendor and Subcontractor enter the payment details.

To enter a payment record:

1. Log into eMMA by navigating to emma.maryland.gov.
2. The payment record for that month will be listed under My Pending Validations. Click the Pencil icon. If there are multiple Subcontractors on the contract, then they will be listed as separate action items in this section.
   
3. Information related to the contract, your company, and the Subcontractor will be prefilled.
   
   • Contract: The contract name as it appears in eMMA.
   • Prime Contractor: The name of your company.
   • Subcontractor: The name of the Subcontractor.
   • Reporting Month: The payment month related to this record.
   • Reporting Year: The payment year related to this record.
   • Status: The workflow status of the payment report.
     
     Under the Invoice Reporting section, click +Add an Invoice.
     
4. Enter the invoice and payment details for the month.
   
   • Invoice #: The invoice number that appears on the document submitted by the Subcontractor.
   • Invoice Amount: The total amount listed on the invoice.
   • Invoice Date: The submission date of the invoice provided by the Subcontractor.
   • Payment Amount: The amount paid to the Subcontractor. This may differ from the Invoice Amount if it is a partial payment.
   • Payment Date: The date the payment was issued.
     
     Note: If there are multiple payments related to one invoice and/or multiple payments made to different invoices, then multiple entries will need to be created. Repeat the process by completing steps 3 through 6.
5. Click Save & Close.
6. Under the Prime Contractor Report Summary section, click the Update the Report Summary button. This will add up the values in the Invoice Amount and Payment Amount fields across all entries. The totals will appear in the Total Invoice Amount and Total Payment Amount fields, respectively.
   
7. Once all payment entries are complete, click Submit.
   
8. Click Close to return to the Homepage.

If the data entered does not match the Subcontractor's report or if there are any other issues, then the report may be rejected back to you. Review and revise the information prior to resubmitting.

Entering Payment Records (Subcontractor)

When an actual payment is made from the prime vendor to a subcontractor, a payment record must be entered into eMMA. On the first of the month, a record will automatically be created for each subcontractor listed on the contract. The record will remain in Awaiting Report Submissions status until the Prime Vendor and Subcontractor enter the payment details.

Subcontractors do not have to wait for Prime Vendors to enter payment information before taking action and entering payment reports.

To review a payment record:

1. Log into eMMA by navigating to emma.maryland.gov.
2. The payment record for that month will be listed under My Pending Validations. Click the Pencil icon. If your company is listed as a Subcontractor for multiple contracts, then they will be listed as separate action items in this section.
   
3. Information related to the contract, your company, and the Subcontractor will be prefilled.
   
   • Contract: The contract name as it appears in eMMA.
   • Prime Contractor: The name of the Prime Vendor.
   • Subcontractor: The name of your company.
   • Reporting Month: The payment month related to this record.
   • Reporting Year: The payment year related to this record.
   • Status: The workflow status of the payment report.
     
     Before entering invoice information, indicate whether you would like to report an issue with the Prime Vendor under the Subcontractor Report Summary in the Would you like to report an issue with the Prime Contractor? field. If "yes" is selected, then the Describe the issue field will become visible. Use this field to provide more information on the issue.
     
4. Under the Invoice Reporting section, click +Add an Invoice.
   
5. Enter the invoice and payment details for the month.
   
   • Invoice #: The invoice number that appears on the document submitted to the Prime Vendor.
   • Invoice Amount: The total amount listed on the invoice.
   • Invoice Date: The submission date of the invoice provided to the Prime Vendor.
   • Payment Amount: The amount paid by the Prime Vendor. This may differ from the Invoice Amount if it is a partial payment.
     
     Note: If there are multiple payments related to one invoice and/or multiple payments made to different invoices, then multiple entries will need to be created. Repeat the process by completing steps 4 through 7.
6. Click Save & Close.
7. Under the Subcontractor Report Summary section, click the Update the Report Summary button. This will add up the values in the Invoice Amount and Payment Amount fields across all entries. The totals will appear in the Total Invoice Amount and Total Payment Amount fields, respectively.
   
8. Once all payment entries are complete, click Submit.
   
9. Click Close to return to the Homepage.

If the data entered does not match the Prime Vendor's report or if there are any other issues, then the report may be rejected back to you. Review and revise the information prior to resubmitting.