Action Required: Updated AP & Catering Guidelines
Avoid payment delays by following new State audit documentat
UMBC has recently received increased scrutiny and feedback from the State of Maryland GAD auditors regarding invoice processing and supporting documentation. To ensure compliance with State requirements and avoid delays in processing payments, please communicate the following reminders to your departments:
Late Invoice Processing
If an invoice is being submitted for payment more than 25 days after the invoice date, a memo explaining the reason for the late submission must be included with the payment.Additionally, if invoices are received directly by the department, the date the invoice was received must be written on the invoice.For example: Invoice received 11/10/26. In addition, the Seller’s Federal Identification Number or Social Security Number must be included on each invoice.
Food and Catering Expenses
The State of Maryland auditors are once again placing increased scrutiny on food and catering expenses.When ordering food from an outside supplier, the following information must be provided with each purchase:
- Reason for the purchase: Why is the food being ordered?
- Attendees: Who is the food being provided for? A list of attendees must be included.
- Purpose of the event or meeting: What is the purpose of the gathering?
Having this information submitted upfront will help ensure compliance with State of Maryland requirements and prevent delays or additional follow-up requests during the audit process.