Vendors

VENDORS

CAN INVOICES BE SUBMITTED ELECTRONICALLY?

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

** Do not email invoices directly to the person / department who placed the order without including msuap@morgan.edu.  If Accounts Payable is unaware of the invoice already sent to Morgan State University departmental staff this may delay the receipt of your payment.

WHAT INFORMATION SHOULD AN INVOICE INCLUDE?

• Company name, address, phone number, Federal ID number or social security number if billing as an individual
• Bill to: Morgan State University, 1700 E Cold Spring Lane, Baltimore MD 21251
• Invoice date, invoice number
• Morgan State University Purchase Order
• Service invoices – a summary description that includes details about the work performed at Morgan State University. Dates of service (from and to)
• Equipment invoices – Description of item, quantity of items, Unit cost, Date shipped, etc. to be included
• Sample invoice

Types of Unacceptable Invoices

From the Comptroller of Maryland Accounting Procedures Manual Section 3.1.10

“Vendor statements of amounts due are not acceptable; no “Old Balances” should be included; except for utility payments which must be certified that the amount was not previously paid. Invoices for funeral flowers, special gifts, or other emoluments and non-related work expenses will not be paid to any vendors from the State Treasury. These are personal expenses and are chargeable to the individual incurring such expenses. When invoices for catering/food services are submitted, documentation must be included which provides the name and purpose of the function and who attended it, by name or affiliation. Invoices will not be paid for food served during normal staff-type meetings. Invoices will not be paid for expenses incurred at State employees’ social functions such as Christmas parties. Invoices for parking fees or other driving violations of employees will not be paid. Costs for alcoholic beverages are not to be included under any circumstances.”

Comptroller of Maryland - Accounting Procedures Manual

Taxes

From the Comptroller of Maryland Accounting Procedures Manual Section 3.1.5

“Since the State of Maryland is exempt from all forms of taxes, except excise tax on air flights, tax items should not be included in any invoice payments – with the following exceptions:

• Sales Tax may be included when paying rent for rooms (hotel, motel, etc.), since in such instances an employee is not making a direct purchase for his agency;
• For the same reason, the Baltimore City parking tax may be included;
• Oil companies remit the State Gasoline Tax directly to the Gasoline Tax Division of the State Comptroller’s Office. Therefore, the inclusion of State Gasoline Tax items in payments to oil companies are required, but the Federal tax should be excluded; and,
• Purchases made from other than State funds (funds of patients, students, inmates, etc.).”

A copy of the University’s Sale Tax Exemption Certificate may be obtained from the Procurement office at procurement@morgan.edu  The sales tax exemption may be only used for purchases being paid for directly by the University, the State, or through the use of a University Procurement Card. The exemption may not be used by student or other organizations whose funds are held outside of the State Treasury.

Any questions about invoice processing should be directed to Accounts Payable at msuap@morga.edu.

TO WHOM SHOULD MY COMPANY ADDRESS AN INVOICE?

Invoices should be billed to the Morgan State University. 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.

HOW CAN MY COMPANY SIGN UP TO RECEIVE ELECTRONIC PAYMENTS?

Morgan State operates as a State of Maryland agency, all interested parties that would like to receive payment electronically / ACH Direct Deposit should refer to the State Comptroller’s office website to register – https://www.marylandtaxes.gov/divisions/gad/eft-program.php Morgan State cannot accept / process your banking information directly.

HOW LONG DOES IT TAKE FOR MY PAYMENT TO BE RECEIVED?

The State of Maryland operates on a Net 30 billing cycle however it is crucial to have all the State of Maryland invoice requirements on the invoice at the time of submission to the Accounts Payable office.  

Once the invoice is received/emailed to msuap@morgan.edu, Accounts Payable staff will contact the department responsible for the order to verify services rendered and or equipment is delivered at MSU.  Upon receiving authorization to process, AP staff will begin the payment process and submission of the invoice to the State of Maryland Comptroller’s office for payment processing.

HOW CAN I CHECK THE STATUS OF A PAYMENT?

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 after registering with the State of Maryland Comptroller’s office to view payment history - https://interactive.marylandtaxes.gov/extranet/gad/GADLogin/login.asp

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 - https://www.morgan.edu/comptroller/accounts-payable/direct-deposit

WHAT SHOULD VENDORS DO IF THEIR PAYMENT WAS INTERCEPTED OR OFFSET BY THE STATE OF MARYLAND OR THE FEDERAL GOVERNMENT?

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

WHAT ADDITIONAL INFORMATION SHOULD INTERNATIONAL VENDORS PROVIDE IN ADDITION TO THE

INVOICE?

In order for the State of Maryland Comptroller’s office to process an international wire on Morgan State’s behalf since Morgan operates as a State of Maryland agency, a GADX-9 form must be submitted with the invoice. All the information on the form must be typed for 100% legibility, it cannot be handwritten. Please also be aware, once the funds are transferred, the State of Maryland cannot reverse the wire, you must provide 100% accuracy with the banking information given or the funds will be lost.  The form fields should also not be altered in any way or it will not be accepted by the State Comptroller’s office / Banking Services.

 If you have any questions about what information to include the form, please contact the State Comptroller’s office /GAD by using the contact information on the GADX-9 form.  Once the form is completed, please forward / submit the GADX-9 form with the invoice approval to the Accounts Payable department at msuap@morgan.edu