Accounts Payable

The university is currently on Credit Hold with Apple due to outstanding balances. To help us resolve this quickly and restore normal ordering, we need your assistance.

If you have received an Apple order, please take a moment to ensure that a receipt has been entered in PAW. Promptly recording receipts allows invoices to be paid without delay and helps us maintain good standing with our vendors.

Your cooperation makes a big difference. By working together and keeping our orders up to date in PAW, we can resolve this credit hold and continue uninterrupted access to Apple products and services.

Thank you for your attention and partnership in keeping our processes running smoothly.

• More Information about Action Needed: Help Us Resolve Apple Credit Hold

This is the time of year when departments are submitting payment requests to reimburse newly hired employees for moving expenses. As a reminder, reimbursements for moving expenses are fully taxable. Business Services is required by the State of Maryland to report these requests quarterly, and the applicable tax is withheld over multiple pay periods.

To ensure there are sufficient pay periods remaining in the calendar year to spread the tax withholding, payment requests for moving expenses must be submitted to Business Services and approved by the department no later than COB Monday, October 6th. Requests received after this date will be returned, and you will need to resubmit them after January 1, 2026.

Guidance for submitting payment requests, including moving expenses, is available on our website:
https://businessservices.umbc.edu/payment-request-guidance/

Best regards,

Linda S. Rothfus
Manager, Business Services
UMBC
1000 Hilltop Circle
Baltimore, MD 21250
410-455-3288

• More Information about Deadline for Submitting Moving Expense Payment Requests

Creating Invoices in PAW — What You Need to Know

This overview comes from the Procurement Training held on August 15, 2025, presented by Gayle Chapman, Assistant Controller — a respected leader in Financial Services. Gayle plays a key role in ensuring UMBC’s purchasing and payment processes run smoothly, guiding teams through policy compliance, and finding ways to make our systems work better for everyone. Her behind-the-scenes leadership keeps operations efficient and helps our campus community get the resources they need on time.

Creating invoices in PAW - Whether you’re paying a vendor or closing out a purchase order, it’s important to know when you need to create the invoice yourself — and how to do it correctly. This quick guide will help you avoid delays, stay compliant, and get vendors paid on time.

Do you need to create the invoice?

• Punch-out vendors: PAW creates a system invoice automatically.

• All others / contracts: You’ll need to enter the invoice manually in PAW.

Key reminders:

• Don’t submit before the invoice date.

• Match supplier name, address, and PO info exactly.

• Include PO or contract number, invoice number/date, and detailed descriptions.

• You can pay less than the PO price — but never more (except shipping).

• Attached Presentation for Creating Invoices in PAW

Meet Your Business Services Team

We’re excited to introduce the dedicated Business Services team who support UMBC’s Accounts Payable operations. This group works diligently behind the scenes to ensure the financial engine of our campus keeps running smoothly.

Together, they are responsible for:

• Issuing outgoing payments through PAW

• Preparing and transmitting daily accounting documentation to the State of Maryland

• Distributing incoming invoices to the appropriate departments

• Processing wire transfers requiring state authorization

• Managing interagency payments, also known as R*Stars

Their attention to detail and commitment to accuracy help ensure our vendors are paid on time, our financial records stay in order, and our campus operations continue without disruption.

Now, let’s meet the team:

Linda Rothfus, Manager, Business Services & AP

LSrothfus@umbc.edu

Linda has been a cornerstone of UMBC’s Business Services since 2004. Starting as an Assistant Manager, she quickly demonstrated exceptional leadership and was promoted to Manager in 2006. Known for her positive attitude and nurturing approach, Linda is deeply committed to fostering a supportive and collaborative work environment where every team member can grow and thrive. She prioritizes professional development and encourages continuous learning to keep the team skilled and motivated.

Originally from Lancaster, PA, Linda treasures her family time and enjoys visiting her hometown regularly. She especially values the moments spent with her two grandsons, who inspire her both personally and professionally.

Crystal Hux, Business Services Specialist
crystalh@umbc.edu

Crystal joined the Business Services team on January 2, 2024, and quickly became a go-to expert in the wire transfer and payment request process. Her deep understanding of these complex procedures helps keep UMBC’s financial operations running smoothly. In addition to her day-to-day responsibilities, Crystal plays a key role in training and mentoring the team, supporting ongoing professional development to ensure everyone stays current with evolving practices.

Outside of work, Crystal is a passionate Dungeons & Dragons player and a talented visual artist who brings creativity into everything she does.

Lauren Earnest, Business Services Specialist
laurene2@umbc.edu

Lauren joined the Business Services team in October 2024, bringing with her over five years of prior experience in Accounts Payable. At UMBC, she serves as a key point of contact between departments and Business Services, helping to ensure that incoming invoices are routed accurately and processed efficiently. Her responsiveness and clear communication help keep things moving behind the scenes.

Outside of work, Lauren is an animal lover who adores her dog, Sadie. On weekends, you can often find her bartending—a hobby she enjoys for both the creativity and connection it brings.

Jalen Perkins, Business Services Specialist
jalenp1@umbc.edu

Jalen joined the Business Services team in August 2022 and brings a strong skill set in Excel and PAW. A proud UMBC alum from the Class of 2022, Jalen focuses primarily on vendor outreach—building relationships with major partners to ensure compliance and timely payments. His clear communication and attention to detail make him a vital part of the team’s success.

In his free time, Jalen enjoys reading, watching movies, and spending time with his beloved cat, Apolo.

Please join us in recognizing the incredible work this team does to keep things running smoothly across our campus. If you have questions related to payments, invoices, or vendor communication—this is the team to know!

• More Information about The Faces Behind UMBC’s Payments and Invoices

Please see attached document on credit memos

• Attached Document for Credit Memo

We’re excited to launch this space to keep our campus informed on all things related to Accounts Payable at UMBC. Here, you’ll find updates on invoice processing, payment timelines, credit holds, policy changes, updated forms, and more.

Whether you’re submitting invoices, approving payments, or just looking to stay informed, this group is here to support you. We’ll also use it to share reminders, answer questions, and provide helpful guidance.

Know someone who handles payments or reimbursements? Please spread the word and encourage them to join! [Click Here]

Thanks for being here — we’re glad to stay connected with you!

• More Information about Welcome to the Accounts Payable Group!