Accounts Payable FAQs

Yes, all invoices should be submitted to APadmin@umd.edu promptly after services/goods are rendered to avoid delays in processing. Please also reference the Purchase Order that related to the invoice when sending invoice to Account Payable for processing. 

However, if you are working with University of Maryland Facilities Management, Dining Services, or University Libraries you should submit your invoices to them directly. These divisions have delegated accounts payable units.

Stipends require an agreement, similar to an honorarium agreement and a 1099 reportable object should be used.

• If a stipend is paid to an employee, it should be processed via Payroll.
• If a stipend is for a student, it must be processed as an award through financial aid.

Vendors/Suppliers

• After the Accounts Payable (AP) team approves payment of your invoice and submits it to the State of Maryland Comptroller to issue payment, you may check the payment status here.  
• Vendors with a U.S. bank account are encouraged to enroll in the State of Maryland’s ACH program to receive payment. To enroll, you must submit the Form GADX-10 as directed. The form can be accessed here.

UMD Campus Units/Departments

• After the Accounts Payable (AP) team approves a payment, a Pay Date is updated in KFS. This date is not the actual date the state issued payment. Please add 7 days to this date before contacting AP for a status. 

In KFS, click the View Payment History tab on the PO. If there is at least one payment, but not the payment in question, you can open the PREQ, then click Invoice Image and Invoice Image on Optix System by Purchase Order to see all invoices scanned, whether paid or unpaid.

W-9 forms are valid for 4 years. Campus Units/Departments will not need to submit current W-9 forms for vendors whose vendor file is active and does not have any issues. However, if the state requires a current W-9 for whatever reason, the vendor will need to provide it. Vendors that do not provide a copy of their W-9 run the risk of the state keeping 24% of their payment. The state could also require vendors who do not provide a W-9 to submit a form I-9 that proves that the vendor can legally work in the United States. The new W-9 form that the supplier needs to complete can be downloaded from here.

AP is permitted to process the payment of membership fees for 2 affiliations per staff member, per calendar year. 

Departments should create an agreement (on department letterhead) that is tailored for the given engagement and signed by both the honorarium recipient and department representative. (See Sample Honorarium Agreement)

The payment should be submitted as a disbursement voucher and follow the normal DV procedures.

Please submit inquiries to APInquiries@umd.edu. In the subject line of the email, include the PO Number and Invoice Number.

Campus Units/Departments should submit the employee’s PHR screen with the DV vendor record request. The screen should show that the vendor has an active appointment with the university, as well as their address, social security number, and full name.

Click here to download the capital asset object expense codes.

• For vendors receiving payment through approved purchase orders, the Procurement Office approves the vendor record.
• For vendors receiving payment/reimbursement through disbursement vouchers, AP approves the vendor record.
• For foreign vendors receiving any type of payment (through PO or DV), the Systems Control unit approves the vendor record.

Yes, all invoices should be submitted to APadmin@umd.edu promptly after services/goods are rendered to avoid delays in processing. Please also reference the Purchase Order that related to the invoice when sending invoice to Account Payable for processing. 

However, if you are working with University of Maryland Facilities Management, Dining Services, or University Libraries you should submit your invoices to them directly. These divisions have delegated accounts payable units.

If your company has a physical location in the state of Maryland or the District of Columbia, the University of Maryland is tax exempt.

Vendors with a U.S. bank account are encouraged to enroll in the State of Maryland’s ACH program to receive payment. To enroll, you must submit the Form GADX-10 as directed. The form can be accessed here.

Please submit inquiries to APInquiries@umd.edu. In the subject line of the email, include the PO Number and Invoice Number.

Invoices should be billed to the University of Maryland. Please note, invoices should not include the Accounts Payable staff or office as the requester of goods/services. You may, however, indicate on the invoice the campus department/unit contact person for whom goods/services were provided.

Once payments are approved by the University and disbursed by the state, the University’s obligation is fulfilled, and all goods/services should be rendered to the University by the vendor/supplier. Any disputes or questions related to liability offsets (state or federal) should be taken up with the state of Maryland using the contact information below: 

• State Information, tax debt withholding or state liability offset notices 
  Phone: 410-767-1642
• Federal Information, Form 1099 returns, Federal Offset of Payments 
  Phone: 410-260-7350