Accounts Payable

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.

• the benefits of using Amazon Business
• the process to get quotes for items with a minimum of $7,500 spend
• the new Curated Catalog, offering special pricing for IT and Office Supplies
• contact information for customer support
• information about the Free Dedicated (Direct) Delivery program

• Attached Presentation for Amazon Business Resources

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

• Attached Document for Change Column Display in the PAW AP Search Screen

UMBC Procurement & Strategic Sourcing is excited to announce that during the week of June 30, 2025, we will implement Direct Delivery with Amazon Business for the entire UMBC campus (1000 Hilltop Circle).  This does not apply to Shady Grove, Rita Rossi Colwell Center, or either Research Park location.

Direct Delivery (DD) is a ship option that consolidates packages going to a single business address onto pallets.  With DD, Amazon optimizes for consolidation over speed, delivering purchases together on a pallet, during the same time window every day, and enabling faster drop off with one pallet scan from the delivery driver instead of multiple scans for parcel deliveries.  

This is a much more sustainable, consistent, and reliable delivery method.  Packages will then be sorted at the UMBC Warehouse and delivered across campus by staff from Retriever Card Center & Mail Services to the final delivery location on campus.

Starting next week, you should select the FREE Dedicated Delivery option at checkout whenever available so orders will arrive on a DD pallet.  

Please note that there are some items that are not eligible for DD.  Hazmat, heavy, bulky, or merchant-fulfilled items are ineligible for DD and will continue to be shipped via parcel delivery.

It is our hope that this change will significantly decrease any errors with Amazon package delivery and increase customer satisfaction.

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

• 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!

We are writing to inform you about recent updates to UMBC’s campus catering policies, effective June 1, 2025. For events that only have UMBC employees, the UMBC Meal Policy and Pre-Approval Form will apply.

Continuing Processes 

Departmental Card (DCARD)

This program is managed by Retriever Card Center and Mail Services and is used by campus departments who have this card.  The DCARD can be used at the following merchants for food: Sorrento of Arbutus, Papa Johns (Arbutus location), and Oca Mocha.  Additional information about the DCARD program, including how to obtain one, can be found here.

Chartwells

Chartwells is the contracted food provider for the UMBC campus through June 30, 2028.  While they remain in that role, catering of any size can be ordered from them using this link.

Existing Contracted Caterers

UMBC is working with existing caterers, listed below, to continue being a campus provider.  Expenses up to $5,000 should be paid by P-card.  Expenses over $5,000 will need to be paid by Purchase Order (PO).

Absolutely Perfect Catering

Classic Catering People

Glenmore Catering

Main & Market

Rouge Fine Catering

New Processes

Orders up to $25,000

Campus departments/offices will be able to identify new food merchants who can meet UMBC’s business needs.  The merchant will need to agree and sign the UMBC Food Provision Agreement and they must be added as a supplier in PAW (initiated by the requesting UMBC department/office, if they are not already an active supplier in PAW).  

If the expense is up to $5,000, a P-card should be used if they have a Merchant Category Code (MCC) of Caterer (5811).  If their MCC is Restaurant (5812) or Fast Food (5814), the merchant will also agree to receive payment through Purchase Order (PO).

Orders over $25,000

Campus departments/offices will be able to identify food merchants who can meet UMBC’s business needs.  A minimum of three quotes will be required for a simplified procurement process.  The merchant will need to agree to the UMBC Food Provision Agreement and will be added as a supplier in PAW (initiated by the requesting UMBC department/office, if they are not already an active supplier in PAW).  The merchant will also agree to receive payment through a Purchase Order.

If you have any questions about these changes or need assistance with your catering plans, please contact Procurement at https://procurement.umbc.edu/contact-us/.

• Attached Image for Reminder: Procurement Open House