Payment Requests and Wire Transfers

Payment Requests are used to make payments against purchase orders or for vendors who will only
take a check and do not accept Union’s purchase order.

Final authority of whether a payment request will be accepted lies with the Finance Office.

Requirements for a payment request for a payment against an existing Purchase order:

• Invoice with PO# with an okay to pay.
• Forward the invoice and all other documents to Accounts Payable.

Payment request instructions:

• Complete the Payment Request Form (login required).
• Account number(s) and object code(s) must be provided.
• Payment Request form to be signed either electronically or physically.
  • Electronic signature may be either Adobe Signature or using an email with an ‘okay to pay’ from the account director.
  • Physical signatures need to have the printed name of the signor next to the signature on the Payment Request form.
• Forward the Payment Request form and all other documents to Accounts Payable.

Please note:

• All vendors or payees require a full name and complete mailing address.
• All payments to individuals for services rendered including performances, lectures, or other services require a W-9. Foreign vendors require a W-8BEN or W-8BEN-E.
• For new vendors refer to the New Vendor Onboarding Process. Email Accounts Payable to check if the vendor is already in the system.
• An invoice is required for all payments (**there are exceptions, please reach out to Accounts Payable for any questions on this requirement). The College cannot make payments from statements or account balance forms.
• When paying multiple invoices using one payment request, a list of all the invoices and the amounts being paid is required (can be added as an attachment to the Payment Request form).
• Special instructions can be sent via email or added as an attachment to the Payment Request form.
• Checks will be mailed to the payee during the next check run, following the Pay dates schedule.

Forms & Related Info

• Payment Request Form (login required)
• Wire Transfer Request Form ("Make a Copy" through Google Drive)

There are two common wire transfer request situations:

• The payee is a foreign entity or persons without a U.S. mailing address and has a foreign bank account.
• Payment is due to the vendor immediately.

Requirements for a wire transfer for a payment against an existing Purchase order:

• Wire Transfer Request form completed. ("Make a Copy" through Google Drive)
• Invoice with PO# with an okay to pay.
• Appropriate banking information from the vendor.
• Email your request to Finance once completed.

Requirements for a wire transfer request for a payment not attached to an existing Purchase order:

• Wire Transfer Request form completed ("Make a Copy" through Google Drive) and signed electronically via adobe signature or with an "Okay to Pay" from an account director.
• Appropriate banking information from the vendor.
• Email your request to Finance once completed.

Please note when the College wires funds:

The invoice paid is subject to the exchange rate on the date and time the wire was sent. As a result, the amount requested on the wire transfer request form will not match the exact amount paid. Wires sent in foreign currency can take 2-4 business days for the foreign bank to process once they have been sent by the wire team.