Payment Requests are used when a check or electronical payment is required and the vendor will not accept a Purchasing Card at no additional cost to Union. Service fees and Attorney fees should always be paid via Payment Request. All Payment Requests follow Union College's Purchasing General Terms & Conditions (below).
Final authority of whether a payment request will be accepted lies within the Finance Office.
Payment request instructions:
Complete the Payment Request form by explaining completely and in detail the reasons for payment. The account number(s) and object code(s) must also be assigned.
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Please note that:
- 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, a Social Security Number, or Federal Identification Number. Foreign vendors require a W-8.
- For new vendors refer to the New Vendor Onboarding Process. You can inquire if a vendor is a new vendor by emailing Accounts Payable.
- When paying multiple invoices using one payment request, a list of all the invoices and the amounts being paid needs to be added to the payment request form using a text box or sent with the payment request submission.
- When special mailing instructions are required, please note this by adding a text box with your instructions on the Payment Request form.
- Obtain the appropriate electronic approval(s) of the Account Director(s) paying for the purchases. Two electronic approval(s) are required or one electronic approval in conjunction with a Purchase Order number.
- Forward the completed Payment Request form and proper backup documentation to Accounts Payable. See below for a list of proper back up documentation.
- Checks will be mailed to the payee during the next check run, following the Pay dates schedule.
Documents:
- Payment Request Form (login required)
- Union PO Terms & Conditions
- Payment Request Supporting Documentation List
- Wire Request
Payment Status of Request
To follow up on the payment status of your request please see the Payment Status instructions. (Login is required)