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Select Office or Topic to see a list of Frequently Asked Questions (FAQs)

 

 

What do the numbers and letters represent in the naming convention?

The naming conventions represent:

  • Contract#_Vendor#_MonthYear_Content of the file.pdf
  • Contract#_Vendor#_MonthYear_Content of the file.xls
  • The first three data fields (Contract#_Vendor#_MonthYear) should always be consistent. The fourth field changes based upon the content of the file.

Examples:

XX1195368_V522192217_Mar2010_Questions.pdf

XX1195368_V522192217_Mar2010_Prime.xls

XX1195368_V522192217_Mar2010_ContactInfo.pdf

MDOTOEP10_V522165521_Dec2009_Subcontracts.pdf

Abbreviations for each month:

  • January  - Jan
  • February  - Feb
  • March  - Mar
  • April  - Apr
  • May  - May
  • June  - Jun
  • July  - Jul
  • August  - Aug
  • September  - Sep
  • October  - Oct
  • November  - Nov
  • December  - Dec

What are other naming conventions the contractor should use?

All reports should be identified by using the naming conventions referenced in Q1.

It is difficult to view the spreadsheet. The page is large and difficult to navigate. How do I correct this problem?

There is a “Zoom” button at the bottom of the screen. Place your cursor on the navigation handle located between the plus and minus sign of the “Zoom” bar. Use your tab key to navigate through the columns.

May I copy the form to use for future submissions?

A new monthly form will be sent to you every month. There are certain fields in the form that cannot be changed. Therefore, the system will not recognize the form if changes are made to those fields.

Can I send my payments in a PDF version of the Excel Payment Form?

No. The form must be emailed in its original xls format for the system to recognize the data. In addition to the Excel version of the form, a PDF version with a signature is required for those that do not have the capability to add it into Excel.

Can I email my supporting documentation (cancelled checks, invoices, etc.) with the monthly reports?

Yes. Please follow the naming convention rule so that the attachment can be identified as back-up for that particular contract.

The file must be in PDF format.
(XX1195368_V522192217_Mar2010_Cancelledchecks.pdf)

Can I alter the forms?

No. Do not alter the forms in any way. The system is expecting data to appear in certain areas of the form as well as in a certain format.

Can I link my payment form to other Excel spreadsheets?

No.

Should I send my payment form even if no payments have been made for this month?

Yes. The system will recognize zero (“0”) payments and will process them accordingly. Sending this information will prevent you from receiving additional phone calls, emails and other correspondence as reminders.

Who do I contact if I need help submitting my payment information?

Each contract is assigned a Compliance Officer. You may contact your Compliance Officer to provide the necessary assistance. You may also contact 410-545-0073, 1-888-545-0098 and leave a message.
 
 
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