iFMIS

Integrated Financial Management Information System

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

The naming conventions are:

Contract#_Vendor#_MonthYear_Content of the file.pdf
Contract#_Vendor#_MonthYear_Content of the file.xls

The first three data fields (Contract#_Vendor#_Month Year) should always be consistent. The fourth field changes based upon the content of the file.

Examples

XX1195368_V522192217_JAN2025_Invoice.pdf
XX1195368_V522192217_JAN2025_Prime.xlsx
XX1195368_V522192217_JAN2025_ContactInfo.pdf
XX1195368_V522165521_JAN2025_Subcontractor.xlsx

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?

Identify all reports by using the naming conventions above. To navigate the spreadsheet, use the “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?

No. You will receive a new monthly form every month. Certain fields in the form cannot be changed. 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. Email the form in its original xls or xlsx format so the system can recognize the data. In addition to the Excel version of the form, a PDF version with a signature is required for those who 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 so that the attachment can be identified as back-up for that particular contract. The file must be in PDF format – for example:

XX1195368_V522192217_Jan2025_Cancelledchecks.pdf

Can I modify the forms?

No. Do not alter the forms in any way. The system expects 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 eliminate the need for additional phone calls, emails and reminders.

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

Each contract is assigned a compliance officer. Contact your compliance officer for assistance. You may also call 410-545-0073 or 1-888-545-0098.