Accounts Payable

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 Friday, October 9th. 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

Earlier today, Procurement and Management Advisory Services held a virtual session around how to purchase food and catering for UMBC events. If you were unable to make it, here are the resources to view at your convenience.

A recording of the session (55 minutes) can be viewed at this link.

Slides from the presentation can be viewed at this link.

Please visit the Procurement myUMBC event page to see upcoming training opportunities.

Thank you to all that attended the Procurement 101 training.

As promised, we are publishing the recording of the training and you can view the recorded training here!

Please see the attached files for the Procurement, AP, and DoIT slidedecks. 

• Attached Presentation for Procurement 101 Training Sept. 1 2026
• Attached Presentation for Procurement 101 Training Sept. 1 2026
• Attached Presentation for Procurement 101 Training Sept. 1 2026

As a reminder, Procurement has upcoming virtual training sessions. If you are attending a training session and have not completed the training survey please see the bottom of the MyUMBC event post or click here for the survey please complete by end of Business Tuesday 8.25.2026.

Procurement 101: September 1st 9am-noon: for new employees to introduce them to UMBC Procurement Policies and Procedures.

Procurement Refresher Training: September 8th 9am-11am Reccomended for employees that would like a high-level refresh on Procurement Policies and Procedures.

Required PAW Training: New Procurement Workflows & Process UpdatesSeptember 15th 9am-noon OR Required PAW Training: New Procurement Workflows & Process Updates September 17th 9am-noon Required for all UMBC Employees that utilize the Paw System. Users are encouraged to attend one of the two sessions to ensure they are prepared for the new processes before they go live on October 5. 

Procurement Q&A: This Q&A session is for Faculty and Staff that have questions for the Procurement team.

Your go-to source for everything happening in our world is backthis time with our second edition. We’re moving fast, staying sharp, and we want to keep you in the loop with all the latest wins and updates from the UMBC Procurement Department.

Inside This Issue:

• Training Announcements: we're here to help!

• Terms and Conditions: And why they are important.

• Parterning with Procurement: When to reachout!

Dive In Now

Ready to see what we've been up to? Click the link below to read the full issue:

We hope you enjoy the read as much as we enjoyed putting it together. Stay tuned for more regular updates!

Happy Reading,

Your UMBC Procurement Team

• Attached Newsletter for Procurement Purpose 2nd Edition

Yesterday, Procurement held August's Supplier Spotlight with Amazon Business.  If you were unable to make it, here are the resources to view at your convenience.

A recording of the session (60 minutes) can be viewed at this link.

Slides from the presentation can be viewed at this link.

Our Supplier Spotlight for September will be with 4imprint.  Look for details to follow.

As we begin a new academic year, we would like to share several important reminders and best practices with all P-card holders and supervisors.  Please take a few minutes to review this important information to ensure that all P-card transacations and processes follow established procedures.

• Attached Document for P-card Reminders for FY27

Recently, Procurement held their second session in their Supplier Spotlight series.  This series is designed to highlight strategic supplier partners that assist UMBC in conducting it's business for the campus community.

This session was with BISM: Blind Industries and Services of Maryland, a preferred provider by the State. BISM is a 501(c)(3) nonprofit that supports the blind and low-vision community by educating, training, employing, and empowering them to be confident and lead independent lives. Their manufacturing and retail businesses are the largest employers of blind and low-vision individuals in Maryland.  To find out more go to www.BISM.org

A recording of the session (37 minutes) can be viewed at this link.  A transcript can be viewed here.

Be on the lookout for information about future sessions in this series.

Dear UMBC Campus Community,

As of today, Procurement has introduced the new Unauthorized Procurement Justification form. The purpose of this form is to identify and document any unauthorized or “after-the-fact” purchases to ensure full compliance with university procurement policies and applicable regulations.

Unauthorized purchases occur when an individual enters into a transaction without proper delegated authority or outside established procurement procedures. This includes committing university funds or receiving goods or services without following the required purchasing processes. A common example is when a software or cloud service is purchased on a P-card prior to receiving proper approval, or when an order is placed before a Purchase Order (PO) is officially issued in the PAW Procurement System.

Please review the following important policy reminders regarding these transactions:

• Personal Obligation: Under UMBC policy, unauthorized purchases may be considered a personal obligation of the individual making the purchase.
• Payment Responsibility: The University is not obligated to assume payment for such transactions.
• Case-by-Case Review: Submission of this form constitutes a formal request for the University to review the circumstances and determine whether it will assume the payment obligation on a case-by-case basis.
• Form Requirements: The document requires the requester to provide the detailed facts of the violation, an explanation of price reasonableness, the benefit provided to the university, a corrective action plan, and required administrative approvals.
• Consequences: Repeated violations of these procurement policies may result in disciplinary action and/or personal financial liability. In addition, required training and loss of purchase privledges are possible.

The fillable form is available for immediate use when documenting non-compliant transactions. Thank you for your cooperation and commitment to upholding UMBC’s fiscal and procurement standards.

Sincerely,

Department of Procurement and Strategic Sourcing

University of Maryland, Baltimore County

Earlier today, Procurement held their first session in their new Supplier Spotlight series.  This series is designed to highlight strategic supplier partners that assist UMBC in conducting it's business for the campus community.

Today's session was with Club Colors, a company that specializes in supporting custom merchandise, custom apparel, and promotional products.

A recording of the session (34 minutes) can be viewed at this link.

Be on the lookout for information about future sessions in this series.