Finance Department

Payment Requests and Wire Transfers

Payment Requests

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

Wire Transfer Request

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.