Below are answers to frequently asked questions by staff on the Universities at Shady Grove (USG) campus as it relates to purchasing cards (p-cards), travel cards (t-cards), accounts payable, vendor maintenance, procurement, grant process, contracts, and donations for scholarships. The University of Maryland, College Park links provided are additional information ONLY. Should you have any questions on these topics, email usg-businessoffice@umd.edu.
What office handles procurement of goods and services on behalf of USG?
As of October 20, 2025, the University System of Maryland Strategic Sourcing Procurement Center (SSPC) handles procurement. With this update, the delegation threshold will stay the same (less than $25,000). The way you enter your requisitions will stay the same. Supplier onboarding will stay the same. Accounts payable, p-cards, and t-cards will stay the same.
Can I use personal funds to pay for supplies and then get reimbursed?
Yes, but only if these are purchased from approved vendors as if you were ordering using the normal process. All procurement rules still apply as outlined in USM's Procurement Policies and Procedures. You will need to have your original detailed receipt signed by your supervisor and present it to the Business Office. In addition, you will need to submit a W-9 form. Most supply purchases can be made using Shell Shop. Shell Shop should always be the first place that you check for goods that you need to do work at USG.
Can I pay a deposit to a vendor for work not yet completed?
No. The Accounts Payable department processes payments only for delivered products or services. Generally speaking, purchase orders must be in place before goods can be received, and services can be provided. Note also that all contracts, terms, and conditions must be reviewed and signed by the USM Strategic Sourcing Procurement Consortium (SSPC).
What types of documents are accepted by the Accounts Payable department for payment?
The Accounts Payable department only accepts invoices for payment. Other documents including quotes and statements will not be accepted. The Accounts Payable department requires that all invoices with references to approved PO numbers are emailed by vendors to apadmin@umd.edu. For instructions on how vendors should submit payment, please read about our current vendor payment process.
What items are prohibited from purchase using my UMD-issued P-Card?
Please review UMD's P-Card Restrictions List carefully. As a P-Card holder, you are responsible for 100% compliance at all times.
How do I request a Travel Card?
This process is initiated in Concur.
How do I request a Purchase Card?
The USG Business Office evaluates employee, and department needs to determine who is issued a P-Card. Please contact USG Business Office at usg-businessoffice@umd.edu if you have further questions.
Is a purchase order (PO) required for all procurements?
Yes. All procurements except p-card and t-card purchases require approved POs prior to receiving goods and services.
What types of documents are required to start the PO requisition process?
Depending on the cost of the good or service being procured, different guidance comes into play. Please contact the USG Business Office at usg-businessoffice@umd.edu to discuss your needs. Please note that all procurement actions are carried out in accord with USM Board of Regents Policy. Note that all non p-card and t-card procurements are administered by the USM Strategic Sourcing Procurement Consortium (SSPC).
Can we sign contracts and invoices with terms and conditions internally?
No. All contracts, terms, and conditions must be reviewed and signed by the USM Strategic Sourcing Procurement Consortium (SSPC). Please email all documents requiring signatures to the Business Office at usg-businessoffice@umd.edu and we will submit them to the SSPC. You are never authorized to sign these documents on behalf of USG.
What documents are required to set up vendors in Workday?
A recent W-9 form that is signed within the past six months is required to set up vendors in Workday.
Can we pay vendors that are not in Workday?
No. All vendors must be set up in Workday before starting the procurement process (for delegated procurements) and approving payments.
When is an updated W-9 required?
An updated W-9 is required when the vendor’s name, ownership type, or address changes.
Can someone give a cash donation to a scholarship fund?
Ideally donations are handled directly with the University System of Maryland on behalf of USG. However, USG can also process donations if necessary. Please bring the funds to the Business Office and indicate which USMF scholarship account should receive the funds. If you are aware of an impending cash donation ahead of time, please obtain the appropriate form from the USG Business Office (for cash acceptance). You will need to count the cash and sign for it at the time of receipt and then repeat the counting step with the USG Business Office staff.