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.

This is the time of year when departments are submitting payment requests to reimburse newly hired employees for moving expenses. As a reminder, reimbursements for moving expenses are fully taxable. Business Services is required by the State of Maryland to report these requests quarterly, and the applicable tax is withheld over multiple pay periods.

To ensure there are sufficient pay periods remaining in the calendar year to spread the tax withholding, payment requests for moving expenses must be submitted to Business Services and approved by the department no later than COB Monday, October 6th. Requests received after this date will be returned, and you will need to resubmit them after January 1, 2026.

Guidance for submitting payment requests, including moving expenses, is available on our website:
https://businessservices.umbc.edu/payment-request-guidance/

Best regards,

Linda S. Rothfus
Manager, Business Services
UMBC
1000 Hilltop Circle
Baltimore, MD 21250
410-455-3288

The UMBC Department of Procurement and Strategic Sourcing invites you to our Vendor Expo, which is happening now until noon in the University Center Ballroom!

This event is a great opportunity to connect one-on-one with representatives from over 30 suppliers. You'll meet with a diverse group of partners, including small businesses (SBR), minority-owned businesses (MBE), preferred vendors, and punchout suppliers.

Attendees can network with businesses specializing in a wide range of fields, including food & beverage, event planning, branding and marketing, IT, consulting, construction, life coaching, AV, janitorial services, and educational organizations.

We encourage all faculty and staff to attend and explore the wide range of services and products available. Confirmed suppliers will also be providing giveaways and promotional items.

• the benefits of using Amazon Business
• the process to get quotes for items with a minimum of $7,500 spend
• the new Curated Catalog, offering special pricing for IT and Office Supplies
• contact information for customer support
• information about the Free Dedicated (Direct) Delivery program

Creating Invoices in PAW — What You Need to Know

This overview comes from the Procurement Training held on August 15, 2025, presented by Gayle Chapman, Assistant Controller — a respected leader in Financial Services. Gayle plays a key role in ensuring UMBC’s purchasing and payment processes run smoothly, guiding teams through policy compliance, and finding ways to make our systems work better for everyone. Her behind-the-scenes leadership keeps operations efficient and helps our campus community get the resources they need on time.

Creating invoices in PAW - Whether you’re paying a vendor or closing out a purchase order, it’s important to know when you need to create the invoice yourself — and how to do it correctly. This quick guide will help you avoid delays, stay compliant, and get vendors paid on time.

Do you need to create the invoice?

• Punch-out vendors: PAW creates a system invoice automatically.

• All others / contracts: You’ll need to enter the invoice manually in PAW.

Key reminders:

• Don’t submit before the invoice date.

• Match supplier name, address, and PO info exactly.

• Include PO or contract number, invoice number/date, and detailed descriptions.

• You can pay less than the PO price — but never more (except shipping).