AP Newsletter

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