AP Newsletter

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