Action Required: Proper Use of the UMBC Payment Request System

Mon, 10 Nov 2025 15:26:50 -0500

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.

For full details and guidance on the payment request and procurement process, please review the resources available at: https://businessservices.umbc.edu/payment-request-guidance/.

Thank you for your cooperation in following this guidance.

Sincerely,

Rosetta Butler

Executive Director of Procurement & Strategic Sourcing