University Policies

Creating an Encumbrance in the MMARS Vendor Database Policy

Administration and Finance
Procurement

If adding a new vendor please see Adding Vendors to Databases. To minimize risk of creating an incorrect encumbrance to an incorrect vendor and/or incorrect address, the University will follow certain procedures, regardless of funding sources.

Each potential encumbrance must have a current W-9 which is used to check pertinent information against existing information contained in the software. Remit to addresses must be shown correctly in the MMARS database or payment cannot be made.

If ARRA funded, potential encumbrance must include DUNS number and four (4) digit extension to zip code.