Finance Department

Payment Requests

Payment Requests are used when a prepayment is required or when a vendor will not accept a Purchase Order or Purchasing Card. All Payment Requests follow Union College's Purchasing General Terms & Conditions (below).

A Payment Request Form should be used for the following types of purchases:

  • Stipends & Honorariums
  • Performers & Speakers

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.

  • Please note that:

    • All vendors or payees require a full name and complete 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.
    • When special mailing instructions are required, please attach an addressed envelope with the Payment Request form and indicate the mailing instructions clearly on the Payment Request form.
  • Attach the invoice or other appropriate backup documentation to the Payment Request form.
  • Obtain the appropriate signature(s) of the Account Director(s) paying for the purchases. Two signatures are required or one signature in conjunction with a Purchase Order number.
  • Keep a copy of the payment request form and any copies of invoices or backup information.
  • Forward the completed Payment Request form and documentation to Accounts Payable.
  • Checks will be mailed to the payee during the next check run.