PLEASE NOTE THAT ACCOUNTS PAYABLE WILL NOW PROCESS ALL EMPLOYEE REIMBURSEMENTS WITH DOCUMENTATION/RECEIPTS OLDER THAN 60 DAYS AS TAXABLE INCOME TO THE EMPLOYEE THROUGH HRSTM:

Accounts Payable is implementing the IRS accountable plan for employee reimbursements to ensure compliance with federal tax regulations.  Employee reimbursements that are business related and submitted for reimbursement within the 60-day IRS Safe Harbor will be treated as non-taxable to the employee.  Travel related reimbursement should be submitted through Concur, while non-travel reimbursements should be submitted through PAW on a payment request.

The PAW payment request (PR) process now includes questions related to employee reimbursement when choosing "Reimbursement" in the PR screen:

If the documentation or receipt shows that the goods or services being reimbursed occurred more than 60 days prior to the submission date, Accounts Payable (AP) will contact the requester to determine whether there are extenuating circumstances for the delay. If no extenuating circumstances apply, the AP professional will guide the requester on the process for submitting the reimbursement through payroll as a pay adjustment

Please direct any questions or concerns to Gayle Chapman at chapman@umbc.edu

We appreciate your cooperation in adhering to this important process change.

To strengthen transparency and ensure graduate students stay informed about discussions with university leadership, the Graduate Student Association (GSA) is sharing summaries from the Fall semester Town Halls and Meet & Confer meetings.

For the first time, GSA is formally compiling and distributing these updates to the broader graduate student community. These reports include discussions from:

• College-level Senator Town Halls: 

CAHSS Senators Report, CNMS Senators Report, COEIT Senators Report

 • Student Affairs Senator Town Hall: 

Student Affairs Senators Report

• GAAC Town Hall and Meet & Confer discussions with university leadership: 

GAAC Report

These summaries highlight key themes raised by graduate students, administrative responses, and ongoing follow-up conversations. Our goal is to close the feedback loop, increase transparency, and ensure that graduate students are aware of the advocacy efforts taking place on their behalf.

GSA will continue working with campus leadership to address concerns raised during these sessions and will provide updates as conversations progress.

If you have additional feedback or issues you would like GSA to raise in future discussions, please feel free to reach out at 

gsa@umbc.edu

gsapresident@umbc.edu

Thank you for staying engaged in the graduate student community.

—
UMBC Graduate Student Association (GSA)

Starting a new venture is hard work!  Have you wondered how AI can help you launch your startup? 

Today in UC 302, the University Center Ballroom Lounge, from 12-1 pm, come hear Dr. Tim Oates talk about how you can use AI to launch and scale your startup.

Modern advances in Artificial Intelligence have produced tools and technologies that can make you smarter, faster, and more innovative.

Come hear Dr. Tim Oates speak on Wednesday, March 4th from 12-1 pm in the University Center Ballroom Lounge.

In this talk, Dr. Oates will explore several ways that Large Language Models (LLMs) can be used as force multipliers in startups, from ideation to marketing to customer acquisition and more.

Come hear about the lessons Dr. Oates learned while using AI to scale his own data science company!

What?  A Workshop about AI and Your Startup!

Where? UC 302, University Center Ballroom Lounge

When?  Today! Wednesday, March 4th from 12-1pm

The Fall 2026 schedule was released on Monday, 3/23 and INDS advising appointments started on 3/24. Make sure to schedule your advising appointment if you haven't already done so! It is recommended that you receive advising clearance prior to your registration appointment, which you can find in your myUMBC profile, to ensure you are able to enroll in your courses at your registration time. 

Here are the links to schedule your appointment:

Schedule with Holly Cudzilo

Schedule with Carrie Sauter              

Schedule first available appointment 

Black and Gold Rush is almost here! On March 4 and 5, our UMBC community will come together for 36 hours of giving.

What does that mean? It's not just about fundraising. It's about showing what's possible when our community rallies behind students.

This year, the Division of Student Affairs has set a goal to raise $25,000 in support of student wellbeing, basic needs, and transformative experiences. 

AND

The Division of Student Affairs Executive Leadership Team has pledged a matching gift that will be released once we reach our $25,000 goal. Every contribution moves us closer to unlocking those additional funds—and expanding support for our Retrievers.

Here's how you can help:

The Graduate Student Association (GSA) election process for the 2026–2027 academic year is officially underway. 

Please review the updated election timeline and key details below. We encourage all graduate students to participate in the process by submitting nominations, learning about candidates, and voting.

NOMINATION FORM

 Election Timeline

• March 8, 2026 – GSA Election Nomination Form Deadline (updated deadline)
• March 9 – March 13, 2026 – Student Eligibility Check Period
• March 13, 2026 – Candidate Notification and Campaigning Details Shared
• March 23 – March 25, 2026 – Senator & E-Council 3-Minute Speech Recordings
(In-person preferred; locations will be communicated soon)
• March 26, 2026 – Speech Recordings Released on myUMBC
• March 27 – March 30, 2026 (until 5 PM) – Voting, Elections & Campaigning (Senators only)
• March 30, 2026 – E-Council & Senate Speaker Candidate Notification
• April 1, 2026 – E-Council & Senate Speaker 1-Minute Speech + Q&A at the Senate Meeting (1pm in person)
• April 10, 2026 – Final Election Results Announcement

Important Note for GAAC Candidates:

Candidates running for GAAC positions will be voted on specifically by Graduate Assistants (GAs) and should not campaign to the broader graduate student population.

Questions?

Please reach out to the GSA Election Committee Co-Chairs or committee members:

Election Co-Chairs
• Reena – rkale1@umbc.edu
• Neil – kneil1@umbc.edu

Election Committee Members
• Apurv – ja92776@umbc.edu
• Aditya – adityak7@umbc.edu
• Tanmay – tanmayp1@umbc.edu

We encourage all graduate students to stay engaged and participate in shaping the future of the UMBC Graduate Student Association.

Finance & Accounts Payable

International Wire Payments — Monthly Reminders & Process Updates

To ensure timely international payments, banking compliance, and accurate financial reporting, please review the following international wire–specific procedures and best practices.

International Wire Payment Essentials

Verify Vendor Banking Details Before Submission

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.

Banking Information Must Be Complete

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.

Invoice & Documentation Accuracy

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.

Receipts Are Required for Reimbursements

All international reimbursement requests must include valid receipts. Missing documentation remains the #1 reason payments are returned or held.

EFT/ACH Is Not an Option for International Vendors

EFT/ACH payments are limited to U.S. banking institutions. International vendors must be paid via wire, and additional processing time should be expected.

Communication & Request Submission

Use the RT System for All Internal Requests

For international wire inquiries or corrections, submit an RT Ticket rather than emailing staff directly. This ensures proper tracking and faster resolution.

Remit Address & Banking Changes

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.

Key Reminders

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.

X-9 Form

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.

Common Errors That Delay International Wire Payments

Incomplete Banking Information

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.

Beneficiary Name Does Not Match Bank Records

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.

Incorrect Currency Selection

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.

Outdated or Unverified Vendor Records

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.

Missing or Insufficient Documentation

Invoices, receipts, or required tax forms that are missing, illegible, or incomplete will stop processing until corrected.

Attempting to Change Banking Information via RT

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.

Late or Backdated Invoices

Invoices with incorrect dates create reconciliation issues and can delay approval and State processing.

Assuming International Wires Process Like Domestic Payments

International wires require additional compliance review and longer timelines. Submitting last-minute requests often results in missed payment deadlines.