To ensure timely international payments, banking compliance, and accurate financial reporting, please review the following international wire–specific procedures and best practices.
Before submitting an international wire request, confirm that the beneficiary's name, address, and banking details match exactly what is on file in PAW. Even minor discrepancies (spacing, abbreviations, country formatting) can result in rejected or returned wires.
If banking or address information is outdated, do not submit the request.
Contact Business Services via RT to have the vendor record updated before initiating payment.
International wires require significantly more detail than domestic payments. Submissions must include:
Beneficiary legal name and full physical address
Beneficiary bank name and address
Bank identifier (SWIFT/BIC; IBAN if applicable)
Account number (formatted per country standards)
Currency of payment
Missing or incorrect data is the most common cause of international wire delays.
Invoices must reflect the correct date and must be submitted in U.S. Dollars (USD).
Incorrectly dated invoices or invoices submitted in foreign currency can cause reconciliation issues and delay State processing.
Supporting documentation must be clear and legible.
All international reimbursement requests must include valid receipts. Missing documentation remains the #1 reason payments are returned or held.
EFT/ACH payments are limited to U.S. banking institutions. International vendors must be paid via wire, and additional processing time should be expected.
For international wire inquiries or corrections, submit an RT Ticket rather than emailing staff directly. This ensures proper tracking and faster resolution.
Do not submit an RT Ticket in the AP Queue to change international banking or remit information.
Suppliers must complete a New Supplier Form and applicable tax documentation through the PAW portal under "Quick Links."
Formal documentation is required to support all changes.
This documentation is critical for Banking Services and State of Maryland approval. Without proper paperwork, the State cannot process international wire requests.
International wires involve additional State review, banking compliance checks, and longer processing timelines. Submitting complete, accurate, and well-documented requests upfront is essential to avoid payment delays.
Use UMBC's fillable X-9 form. GAD-X-9-Form-for-UMBC-fillable.pdf or go to
https://financialservices.umbc.edu/9-2forms/ under Accounts Payable Forms.
The form must be typed, except for Section IV.
The vendor should complete the following lines:
Lines 5, 9, 10, 11, 12 (if international), 13, 14, 16 (if domestic), and 17.
Section III must be completed if this is an international wire that requires an intermediary (correspondent) bank.
The intermediary bank listed in Section III must not be the same as the primary bank. Failure to include intermediary bank information when required may result in rejected or delayed wire payments.
No other lines should be completed.
The X-9 must be signed and dated.
Missing or incorrect SWIFT/BIC codes, IBANs, bank addresses, account numbers, or required intermediary bank information in Section III of the X-9 form will cause the wire to be rejected. International wires require all fields to be completed exactly as provided by the vendor's bank.
The beneficiary's legal name must match the bank account precisely. Abbreviations, nicknames, or formatting differences (even punctuation) can prevent the wire from being processed.
Invoices must be submitted in USD. Submitting invoices or payment requests in foreign currency can result in reconciliation issues, short payments, additional bank fees, or rejected transactions.
Submitting a wire request before the vendor's banking or address information is updated in PAW is a frequent cause of delays. Always confirm records are current before submission.
Invoices, receipts, or required tax forms that are missing, illegible, or incomplete will stop processing until corrected.
International banking changes cannot be handled through RT tickets alone. Vendors must submit formal documentation through the PAW portal. Without this, the State of Maryland cannot approve the wire.
Invoices with incorrect dates create reconciliation issues and can delay approval and State processing.
International wires require additional compliance review and longer timelines. Submitting last-minute requests often results in missed payment deadlines.
]]>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.
Rosetta Butler, Executive Director of Procurement & Strategic Sourcing
Megan Cherry, Director of Management Advisory Services
]]>Business Services will be closed for the Thanksgiving break beginning Wednesday, November 26, 2025.
We will resume normal business hours on Monday, December 1, 2025.
This inbox is not being monitored during the closure.
UMBC entered into a contract with 4imprint in August 2023 and implemented a punchout tile in PAW at the same time. This contract also provides a 10% savings on their products.
Challenges with invoices and POs matching have made this a more difficult process than it should have been.
Effective immediately:
4imprint orders that are no more than $5,000 (including shipping) should be ordered through www.4imprint.com and paid by P-card.
4imprint orders over $5,000 should be placed via the PAW punchout.
Either option should include the 10% discount and online orders must use your @umbc.edu address.
]]>Business Services & Accounts Payable – Holiday Notice
As we approach the upcoming holiday break, please be mindful of the end-of-year deadlines for submitting items to Business Services. To ensure timely processing and submission to the State of Maryland prior to the close of the calendar year, all items listed below must be submitted to Business Services with all required departmental approvals no later than close of business on Thursday, December 12th:
Payment Requests
Invoices
Travel Reimbursements
Working Fund Requests
Items received after December 12th will be processed in the new calendar year, as State processing timelines will pause for the holiday period.
We appreciate your attention to these deadlines and thank you for your cooperation.
Linda S. Rothfus
Manager, Business Services & Accounts Payable
Adam Drutz-Hannahs
Assistant Manager, Business Services
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: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: