FAQ & Faculty Resources

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Frequently Asked Questions

Q: What are my options for retirement? Why do I need to select one before my first day?

A: New hires are required by state law to submit retirement selections prior to their first day of employment.  New hires should review the comparison information for the SRPS and ORP prior to submitting their new hire paperwork. If you have additional questions about retirement and are unable to find the answers via the comparison chart or retirement website above, please contact UMBC Benefits and Wellness Manager Sara Shannon at sara.shannon@umbc.edu.

If you enroll in the SRPS, you can access your benefit information here.

Delayed retirement selection may delay the receipt of a new employee’s first paycheck.

Q: How do I access my UMBC email?

A: myUMBC is the University’s centralized site for access to resources such as your UMBC email, calendar, Google Drive, WebEx, and groups. Once you are in the UMBC system, you will need to setup your myUMBC account using the instructions here. You will need your campus ID number, which should come to your personal email automatically, but you can also request it from your ESRA team at ESRA_Payroll@umbc.edu. 

If you have previously been employed at UMBC, you will simply be reactivated in the system. Once you have been processed in HR, you will be able to log in to the system using your previous UMBC email address. There is a password reset feature. You can also reach out to DoIT for assistance resetting your password at 410-455-3838. 

If you were previously employed at UMBC and left prior to 2011, you will need to migrate your account to Gmail before you are able to use your UMBC email account.

Q: When and how will I get my first paycheck?

A: At least two weeks before your start day, you will complete an online new hire packet, sent to you via DocuSign by ESRA's HR and Payroll team. This packet has a personnel form component that you fill out via DocuSign, as well as directions for how to complete and mail in your tax and direct deposit paperwork. 

As a UMBC employee, you are paid by the State of Maryland's Central Payroll Bureau, which can be slow to process paperwork. It is very important that you complete and mail these tax and direct deposit forms ASAP, in order to get you into the CPB system as quickly as possible. Your tax and direct deposit forms must be printed, signed with a wet signature, and mailed in to CPB at the Annapolis address located at the bottom of the forms. (Note that CPB only accepts direct deposit forms wherein the form fields have been typed, the form printed, and then signed with a wet signature.) 

NRA/RA faculty will need to complete additional steps before they are able to complete tax forms. For more information, click here.

Once your payroll paperwork has been completed, direct deposit usually takes two pay periods to begin, but may take up to 60 days from the initial application. In the interim, once you are in the payroll system, you will receive inked checks in the mail, sent to the address indicated on your W4 tax form. If there is a delay with your enrollment in the payroll system, you may not receive pay in your first pay period, and end up receiving a check with back pay in a subsequent pay period.

All UMBC employees complete electronic timesheets. Exempt employees complete timesheets by marking a duty day or a leave day. You will receive an email to your UMBC email address when you have been enrolled in the ETS system. Not sure if you're already enrolled in the ETS system? Try this.

Need help with coding onsite, hybrid, or remote work in your timesheet? Click here.

If you have not been entered into the payroll system before your first time sheet is due you will complete a .pdf time sheet and submit it to ESRA's payroll team at ESRA_HR_Payroll@umbc.edu. 

HR suggests keeping your paper paycheck stub handy for creating an account to log into the Payroll Online Service Center. For more detailed information, visit the HR Paycheck and Direct Deposit Website for Employees.

Q: What are some common errors to avoid when filling out my onboarding paperwork?

A: All direct deposit forms MUST BE TYPED with a written (wet) signature and mailed to Central Payroll Bureau. In addition, there is a detailed document on completing the W-4 & MW-507 that can be found here:  https://umbc.box.com/s/9pzoqyotlob73hgxkjhhgd4a91xhdpe1

The most common errors on the tax forms are:

·  Missing fields (name, SSN, withholding and marital status)

·  Indicate exempt and also enter a number on another field.  The employee can’t both be exempt and have a withholding amount (MW507)

·  Entering N/A or 0 on every line

·  Using an electronic signature instead of a “wet” signature

Forms must be accurately completed.  Errors may result in a delay in their direct deposit and/or incorrect taxes being withheld.  

Q: When and how can I sign up for my health benefits?

A: Due to a Maryland State policy, UMBC is not allowed to future-date benefits enrollment paperwork when submitting on behalf of new hires. Because of this, new hires will get an email alert to their UMBC email within 2-3 weeks of their hire date or the date their were entered into the payroll system that will signify the ability to log in and select health, dental, vision, FSA, and life insurance benefits. The email alert will be from stateofmaryland@myworkday.com. It will contain instructions for logging into the SPS Workday system, where you can enroll in benefits. Regardless of this, benefits qualification will be retroactive to the employee's start date. More information here: https://hr.umbc.edu/accessing-sps-workday/

Q: How do I get a GSFC badge?

A: Each of our cooperative agreements has slightly different processes for badging. What they all have in common is that you'll provide some identity information to a cooperative agreement badging point person, and they'll set up an "identity" for you in NASA's badging system. Then, you'll need to complete some questionnaires and paperwork sent to you by NASA, and schedule an in-person appointment with NASA's badging office. 

If you already have a badge from a previous association with NASA, this process is a bit easier, but you'll still need to be in touch with your point person so that a new NASA "identity" can be created for you.

You should have received information about your point person and badging for your cooperative agreement in your initial onboarding email from ESRA, but you can always reach out to ESRA_HR_Payroll@umbc.edu if you have any badging questions.

Q: What are the additional onboarding steps for non-specialty visa holders?

A: Navigate here to find out about UMBC's Glacier portal. Non-specialty visa holders must complete this process before filing tax forms.

Q: How do I request a employment verification letter?

A: Navigate here to find UMBC's simple instructions for The Work Number service. This is available 24/7.

Q: What is the process for requesting travel?

A: If your funding comes through a cooperative agreement task, the first step is getting written approval from your NASA sponsor. This can happen via email. Once you've got approval, you should notify your ESRA business person and forward the sponsor approval to them. Then, you can initiate your travel request in the UMBC E-Travel system.

The UMBC E-Travel System is a robust in-house fully integrated system for processing and submitting travel Pre-Approvals and Reimbursements, developed through a two-year plus fully collaborative effort with DoIT and Business Services, with extensive input from our partners in the campus community.

Access the E-Travel system by navigating to https://businessservices.umbc.edu/travel/  

Q: What is the process for purchasing supplies? 

A: If your order is under $5,000 and your funding comes through a cooperative agreement task, the first step is getting written approval from your NASA sponsor. This can happen via email. Once you've gotten approval, just email your ESRA business person with the approval and an invoice, saved cart, or any other specific details you've been able to gather about the purchase. Your business person will take it from there! You'll receive confirmation of your order from one of our ESRA purchasing card holders.

If your order is over $5,000 the process is a bit different. Reach out directly to your ESRA business person for details.

Q: Where can I find physical workspace on the UMBC campus?

A: There is limited workspace available at ESRA's office on the BWTech side of campus. Please be in touch with your business person or staffing specialist if you'd like to come work in ESRA's common workspace. UMBC's Albin O. Kuhn library is also open for faculty and guests; please note that the library will consider you a guest if you have not yet received your UMBC ID card. You may also be able to coordinate with colleagues who work in the UMBC physics building, but please be sure to reach out in advance and understand that this space may not always be available. Other common work areas at UMBC include The Commons, and The University Center (featuring Starbucks).

Note that on UMBC's main campus, visitor parking is available at metered garages located at Administration Drive, The Commons Drive and Walker Avenue. Meters are enforced Monday through Friday for hours posted. Except for meters, all other campus roadways and lots require a permit. Parking at the BWTech campus, where ESRA's office is located, is free. There is a walking path between BWTech and UMBC's main campus.

Q: What are UMBC's COVID-19 requirements?

A: UMBC's COVID-19 Response direction and communication is available here, regarding Vaccine Information, Testing, Protocols if you test positive, and Face Masks requirement status.

Q: Do I need a UMBC campus ID card?

A: Your campus card serves as your official photo ID of UMBC as well as your library, gym, transit, and room access card on the UMBC campus. You can pick up your campus ID card directly from the campus card office in the University Center. Depending on how often you're at UMBC, you may choose to skip this step. However, your UMBC ID does qualify you for lots of discounts and benefits, including free ridership on MTA transit and lots of teacher discounts.

Q: How do I update my social identifiers and preferred name within the UMBC system?

A: The Office of Equity and Inclusion offers a step-by-step guide for the process.

Q: Where can I locate software available for download?

A: You can find software available for faculty to download on this page. You can also view all of your myUMBC portal tech options here.

Q: Why am I receiving an email about Title IX training?

A: UMBC requires that all faculty and staff complete an online Title IX training module. Please complete the training within the sixty day timeframe noted in the email.

Q: How often are faculty paid?

A: All UMBC faculty are paid bi-weekly (every other Friday, click here to view the pay calendar). 

Q: When will I learn about benefits options?

A: New full-time faculty will be invited to a New Employee Orientation from Human Resources, are required to select a retirement plan before they can be on payroll, and can review a summary of benefits. New part-time faculty working less than 30 hours per week can enroll for unsubsidized coverage within 60 days of hire. If you have questions about HR orientation or benefits, please contact HR Benefits at hrbenefits@umbc.edu.

Q: What are the details of the tuition remission benefit offered by UMBC?

A: Full-time regular faculty/staff and retirees (who retired from full-time positions) are eligible for tuition remission at any USM institution, at the undergraduate or graduate level*, for up to eight (8) credits per semester. Part-time regular faculty/staff and retirees from part-time positions may receive tuition remission proportional to their percentage of service. 

Regular employees or Retirees are eligible for tuition remission for their legally married spouse or dependent child if they meet the following criteria: two years of full time employment within the USM and must be enrolled in courses toward a first undergraduate degree at any of the USM institutions. 

If attending UMBC, dependents may receive tuition remission of 100% on courses toward a first undergraduate degree at UMBC.

If attending another USM institution, dependents may receive tuition remission of 50% on courses toward a first undergraduate degree.

For more information and to access the easy to use online tuition remission portal, click here.

Q: What is UMBC's holiday schedule? Should I follow UMBC's holiday schedule or GSFC's?

A: UMBC releases an annual holiday calendar which you can always find linked on UMBC HR's FAQ for current employees page. As a UMBC employee, you are entitled to this holiday time. However, GSFC sometimes operates on days that UMBC observes as holidays, and missing work on these days might not always be possible. If you work on a UMBC designated holiday, you are able to "bank" the time off and use it within the next two months. In that case, you'd mark the holiday on your electronic timesheet as a "duty day". Then, your electronic timesheet will automatically "bank" a holiday leave day ("HOL"). On the day you choose to take off, you can mark your timesheet "HOL" to use the day.  

As a new employee, one thing to know about the holiday calendar is that there are some "banked holidays" throughout the year that are used at the end of the year to create a longer winter break. For example, President's Day is observed in February. Some employees at UMBC may work on this day and bank it to use during the last week of December to get a longer vacation. On the other hand, if you didn't work at UMBC on President's Day, you wouldn't have banked this holiday, so if you want to take this day off, you need to use either vacation or personal leave. 

Sometimes, due to holiday banking, GSFC is closed on holidays when UMBC is open. If you take a holiday when GSFC is closed and UMBC is open, you won't be able to use the banked holiday later in the year.

Q: How much vacation, personal, and sick time do I get each year? How does it accrue? Does it carry over?

A: VACATION:  For full-time 12 month faculty employees, 22 days of annual leave per year (25 with 21st year of service), available as accumulated.  

Accrual rates are based on years of service and percentage of full-time equivalency (FTE). For full-time 12-month faculty employees, vacation leave is accrued at the rate of: 1st to 20th year 6.77 hours per pay period; beginning with the 21st year 7.69 hours per pay period.

Carryover must be formally requested and is limited due to funding at the discretion of both the UMBC Vice President of Research and NASA sponsor (if task funded).  A request to carry over unused annual leave from one calendar year to another must be made in writing through the department chair if appropriate, and to the respective dean, not less than three (3) months prior to the end of the calendar year in which the leave was earned. Such a request must be accompanied by adequate justification and an indication of when the carry-over leave will be taken, and it must specify the number of unused days to be carried forward. Permission to carry over unused annual leave will be granted on a case-by-case basis. 

SICK LEAVE:  15 days of sick leave available per year with unlimited accumulation. 

Sick leave is accrued on a biweekly basis starting the first pay period you are hired. Accrual rates are based on percentage of full-time equivalency (FTE).  Sick accrual rate for regular exempt, nonexempt and 12-month faculty employees is 4.62 hours per pay period. Sick accrual rate for regular 9-month faculty employees is 4.55 hours per pay period.

PERSONAL LEAVE:  3 days available on date of hire and at the beginning of each new calendar year.  No accumulation. Personal leave is available on date of hire and on January 1 of each new calendar year. Personal leave hours are based on percentage of full-time equivalency (FTE). 

For more about leave benefits, visit this link. For help checking your end-of-year leave estimates, click here.

Q: Where can I change my address? Where can I see my check stubs?

A: The Payroll Online Service Center (POSC) allows employees to review and print online pay checks, year-to-date pay history and W-2s. You may also manage your W-4 and change your address with your POSC account.  You can contact ESRA_HR_Payroll@umbc.edu for the required check advice number and agency code. Learn more about POSC and how to set-up an account. 

Q: Where can I find UMBC HR's FAQ list?

A: Right here!

Resources for Faculty

Academic Resources

Faculty Development Center – Supports faculty in their teaching role through programming, consultations, and other services. 

Instructional Technology – Supports faculty in their use of technology tools (including Blackboard) in the classroom or online through training programs and consultations

Academic Integrity – Contains UMBC’s Statement of Values for Academic Integrity by providing resources and education

Faculty Annual Report Using Watermark – Presentation from IRADS 

Library – Provides course reserves, instruction, interlibrary loan, databases, and study rooms. Their faculty services webpage provides information on services for faculty.

Research – Supports faculty in their pursuit of research, scholarship and creative achievement across all levels.

Faculty Senate (Full-Time/Regular Faculty) – Shared governance representatives for regular faculty

Campus Resources

Human Resources – Provides services and information on many topics including payroll, benefits, training and development, and wellness

Office of Equity and Inclusion – Promotes and coordinates inclusive excellence and equity, and manages Title IX efforts as well as other civil rights issues, including discrimination, harassment, hate, and bias. Responsible for ensuring UMBC’s compliance with state and federal training requirements by assigning student and faculty/staff training.

Campus Map – Resources including parking, accessibility, and all-gender restrooms

UMBC News – Articles on new research grants and programs, publications and performances, campus-wide events, and faculty in the media.

Portraits – provides consistent, professional-quality headshots for UMBC faculty and staff

Women’s Center – Advances gender equity through programming, support services, and advocacy

Retriever Essentials – A faculty, staff, and student partnership to tackle food insecurity in our university community

Chartwells Dining – Information about dining on campus and faculty/staff meal plans. 

Athletics – Sports schedules, team, and ticket information. Faculty/Staff receive a discount on individual game and basketball season tickets.

Recreation – Fitness/Wellness, intramurals, group fitness/yoga classes, weight training and more

Scientific Glass Shop – Scientific glassware and general glassblowing services

Dining on Campus: Learn about food service options, hours, and menus.

The Commons: A gathering place for the campus community including the Bookstore, dining areas, convenience store, game room, Flat Tuesdays, PNC Bank, and various offices and services.

Athletics:  Learn more about the Retriever Activities Center (RAC) and UMBC sporting events.

Bookstore: Information on technology and software at reduced pricing, textbook orders, regalia, and merchandise of interest for faculty and staff.

Library:  Check out the resources and services available to UMBC faculty and staff.

Mail Services: Purchase stamps, mail letters and packages.  A variety of United States Postal Services are available.

Event & Conference Services: Information on event planning and scheduling.

Make UMBC Yours: Explore virtual campus engagement opportunities

New Employee Resources

Benefits:  Review information about the benefits available to you including health, prescription, dental, life, LTD and LTC insurances, retirement, leave, and holidays.

Payroll: Information on UMBC payroll including direct deposit, W-4, savings bonds, and credit union/banking.

Tuition Remission:  Tuition benefits for you and your eligible family members.

Rights & Responsibilities:  Important information about policies, procedures, performance management, collective bargaining, and shared governance.

Computing Services: Detailed steps on how to obtain a UMBC user ID, set up PeopleSoft access, and set up email and Blackboard accounts.

Campus Card: Outlines detailed information on how to obtain and use your Campus ID for entrance to sporting events; to check out library materials and to pay for meals.

Parking & Transit: Information about obtaining a parking permit, parking lots and other available transit services (shuttle bus, MTA schedule, etc.).

UMBC Wellness Initiative:  Learn about UMBC’s wellness programs. Find information about services and resources.

Communications

Campus Communications: Learn about various sources for campus news and announcements.

Event Calendars: Learn about events and activities on campus.

Professional Development

Workplace Learning and OD