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AP Monthly Newsletter - February 2026

AP Newsletter

Finance & Accounts Payable: Monthly Reminders & Process Updates

To ensure timely payments and accurate financial reporting, please review the following procedural updates and best practices.

Payment & Invoice Essentials
  • Check Before You Submit: Before submitting an invoice, verify that the RemitAddressmatches exactly what is in PAW. If the address is not current, do not submit the invoice; contact Business Services via RT to have the vendor record updated first.
  • Date Accuracy: Always ensure that invoices reflect the current date. Backdated or incorrectly dated invoices can cause reconciliation issues and delays in the approval workflow.
  • Don't Forget Receipts: A friendly reminder that all reimbursement requests must include legible receipts. Missing documentation is the #1 cause of payment delays.
  • EFT/ACH Enrollment: Please encourage your frequent vendors to sign up for EFT/ACH payments using the GADX-10 Form. It is faster, more secure, and helps avoid mail delays.

Communication Channels
  • Use the RT System: For internal inquiries, please submit an RT Ticket rather than emailing staff members individually. This ensures your request is tracked and handled by the first available team member.
  • Do not enter an RT Ticket in the AP Queue to change a remit address. * If a remit address is incorrect, the supplier must complete a New Supplier Form and W-9 through the PAW portal under "Quick Links."
    • We must have formal documentation on file to support changes. This is critical for resolving any Banking Services issues with the State of Maryland; without the correct paperwork, the State cannot process our requests.
  • The "BusServ" Email: The busserv@umbc.edu address is strictly for outside vendors. Campus departments should use the RT system for all internal questions.

Accounting & Tax Compliance
  • 1099 Reporting: When processing a reimbursement for out-of-pocket expenses, do not use an account that generates a 1099 to the individual being reimbursed. Using a 1099-reportable account will result in incorrect tax reporting for the payee.

  • R*STARS Payments: All R*STARS payment requests must include complete and accurate information to be processed through the State’s system. Missing details often include:
    • Agency Number: The 3-digit code for the state agency (e.g., UMBC is R41).
    • PCA (Program Cost Account): A 5-digit code specific to the department or project receiving the funds.
    • Object Code: A 4-digit code identifying the type of expenditure (e.g., 8337 for revenue or 1537 for expense).
    • Transaction Code (T-Code): Usually 410 for revenue or 412 for expenses.

Internal Planning
To keep your department on track, we recommend printing the UMBC Financial Calendar. Assign specific months and due dates to your administrative staff to ensure no deadlines are missed during the fiscal year.

Posted: February 6, 2026, 2:50 PM

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UMBC Accounts Payable Team Member - Jalen Perkins

Recording of ezCater Training

As you heard through other posts, UMBC has partnered with ezCater to meet the various food needs for campus events and meetings.  If you were unable to attend a session, we're happy to share a link to a recording of the online training.

Additional resources and information can be found at https://procurement.umbc.edu/ezcater/.

Feel free to reach out to us at https://procurement.umbc.edu/contact-us/ should you have any questions and be sure to be on the lookout for future training opportunities.

Posted: December 2, 2025, 12:10 PM

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Reminder about Holiday Party Funding

As we enter the holiday season, this is a reminder that departments may not use state funds for holiday parties, celebrations, or related expenses. This includes food, decorations, entertainment, and any other costs associated with holiday events.

However, departments are welcome to hold holiday gatherings by organizing a voluntary potluck or similar event.  It is also possible that foundation funds could be used.  Please visit https://oia.umbc.edu/business-services/ to submit a question about using these funds.

Thank you for your cooperation and for helping us maintain compliance with funding guidelines. Please let me know if you have any questions.

Warm regards and happy holidays,

Rosetta Butler, Executive Director of Procurement & Strategic Sourcing

Megan Cherry, Director of Management Advisory Services

Posted: December 1, 2025, 4:04 PM

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