Accounts Payable

Business Services & Accounts Payable – Holiday Notice

As we approach the upcoming holiday break, please be mindful of the end-of-year deadlines for submitting items to Business Services. To ensure timely processing and submission to the State of Maryland prior to the close of the calendar year, all items listed below must be submitted to Business Services with all required departmental approvals no later than close of business on Thursday, December 12th:

• Payment Requests

• Invoices

• Travel Reimbursements

• Working Fund Requests

Items received after December 12th will be processed in the new calendar year, as State processing timelines will pause for the holiday period.

We appreciate your attention to these deadlines and thank you for your cooperation.

Linda S. Rothfus
Manager, Business Services & Accounts Payable

Adam Drutz-Hannahs
Assistant Manager, Business Services

• More Information about Business Services & Accounts Payable – Holiday Notice

Hello and thank you for your patience while we made changes to the Supplier form. Please see the attached form for guidance on how to initiate the form for Suppliers.

As a reminder, forms with the same information in lines 1 and 2 will be sent back and a new form will need to be initiated from UMBC. 

Thank you again, 

• Attached Document for Updated W-9 Form Guidelines Process for New Suppliers

The use of payment requests to pay for a variety of goods and services has grown significantly beyond the system's indeed purpose.  We have observed many instances where Payment Requests are being submitted as an alternative to following established procurement procedures for the acquisition of goods and services.

Effective immediately, adherence to the policy below is mandatory.  Business Services and Procurement & Strategic Sourcing will strictly enforce these guidelines to ensure proper fiscal control.

Payment Requests may be used for:

• Invoices less than $600 that are non-recurring
• Miscellaneous reimbursements (out of pocket expenses that are NOT Travel)
• R*Stars Payments
• Honorariums - Details
• Stipends – Details
• Refunds of Revenue
• Memberships/Registrations (when the P-card can't be used)
• Student Cultural Events

Payment Requests should *NOT* be used for:

• Invoices over $600 (a PO is required)
• Recurring invoices/payments of any amount (a PO or contract is required)
• Travel Expenses (e.g., when using accounts 7040100, 7040300, 7040330, etc.)
• Subaward payments (there is a separate form for these payments)

Enforcement & Next Steps:

When a request is submitted that does not meet one of the stated allowable uses, the Payment Request will be returned to the requester with instructions on the correct process. In most cases, this will necessitate:

1. Submitting a requisition for a Purchase Order (PO).
2. Creating a formal contract that can then be invoiced against.

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

• Attached Document for Updated MD Sales Tax Exemption Certificate

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

• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Image for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Image for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Image for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Image for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Image for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Image for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Photo for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo
• Attached Document for UMBC Procurement & Strategic Sourcing Hosts First Vendor Expo

The UMBC Department of Procurement and Strategic Sourcing invites you to our Vendor Expo, which is happening now until noon in the University Center Ballroom!

This event is a great opportunity to connect one-on-one with representatives from over 30 suppliers. You'll meet with a diverse group of partners, including small businesses (SBR), minority-owned businesses (MBE), preferred vendors, and punchout suppliers.

Attendees can network with businesses specializing in a wide range of fields, including food & beverage, event planning, branding and marketing, IT, consulting, construction, life coaching, AV, janitorial services, and educational organizations.

We encourage all faculty and staff to attend and explore the wide range of services and products available. Confirmed suppliers will also be providing giveaways and promotional items.