We have recently made some updates to our AAOU SSC Responsibility matrix to reflect the process of paying invoices against existing UMBC vendor contracts, as well as how to establish a new contractual vendor agreement. The updated version of the responsibility matrix can be found attached, or on our website under "AAOU SSC Department Resources."
To summarize, the AAOU SSC is not involved in the process for establishing new contracts. It is the department's responsibility to submit a "New Contract Request Form" in PAW or work with your POC in Procurement to get contracts submitted, reviewed, negotiated, and executed. Once a contract number is received from Procurement, invoices will be able to be charged against the contract. When invoices are received from contracted vendors, the department needs to review and verify that all goods or services have been received. Once verified, an RT ticket should be submitted to the AAOU requesting payment of the invoice. In the RT ticket, please make sure that the contract number is provided, so the AAOU SSC staff knows that a contract exists. It will also be the department's responsibility to work with Procurement to ensure that all contracts are renewed timely, if there are more expected invoices from the vendor.
If you have any questions, please let us know.
AAOU SSC Team