AP Newsletter

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