Invoice Guidance during COVID-19

Wed, 01 Apr 2020 14:08:08 -0400

As most of you are aware, all University invoices are paid by the General Accounting Division (GAD) for the State of Maryland after the UMBC Accounts Payable Department reviews and processes invoices. The Accounts Payable Departments in GAD and UMBC are both operating with a skeleton staff, which impacts the volume of invoices that can be processed each day.

Given the decrease in staff physically in the office who are able to issue checks, GAD is only processing payments that are mission critical or essential for research.

The University has not been provided with clear guidelines as to the determination of a mission critical payment. Leases, utilities, network expenses, library serials, and construction payments are clear examples of mission critical payments, as well as any research payments due to COVID-19 related projects.

Invoices that are not mission critical will be paid when GAD resumes normal operations or when the University receives guidance from GAD to process these invoices. The processing of employee reimbursements will also be delayed due to the decreased staffing.

In the meantime, recurring monthly pcard payments should continue to be made. Procurement and Accounts Payable is also working to move invoices to be paid using a pcard whenever possible.

We recognize that many invoices do not fit within one of the above categories. Each invoice is being reviewed on a case by case basis to determine the criticality of payment during this unique moment of limited staff resources. If you believe that an invoice is critical, please forward the request to Covid19purchases@umbc.edu. Please provide all details regarding the criticality of the request to allow processing of these essential payments to move forward as efficiently as possible.

Thank you for all of your patience and understanding during this difficult time.

Gayle E. Chapman, MPP, CPA
Assistant Controller, Financial Services

Elizabeth H. Moss, Esq., CPPO
Executive Director of Procurement and Strategic Sourcing