Finance Department


Reimbursement Procedures

Please navigate below to the section for the appropriate party being reimbursed. Each individual, depending on their employment status within Union College, will follow different procedures to complete this process.

Salaried Faculty & Staff

Submit a reimbursement request through Works. If you do not have a Works account, you may request one by reaching submitting a New Card Program Applicant Form or by having your admin submit the request on your behalf.

Please note: Submitting this request via the New Card Program Applicant Form will not initiate a p-card to be issued.

  • Instructions on how to enter a reimbursement request via Works can be found here.
  • Attach receipts or documentation to support the reimbursement.
  • Add comments to the request stating the need for the reimbursement.
  • Once completed in entirety and approved, the amount will be reimbursed to the employee's paycheck. Please note: The reimbursement needs to be completed and approved at least 9 days prior to the next pay cycle in order to receive it in that pay period.
  • If you need further guidance, please reach out to Card Program.

Students, Hourly employees, and all other Individuals

If a student or hourly employee is interested in receiving this reimbursement via direct deposit, or applying the reimbursement to their tuition balance, please have the student or hourly employee complete the ACH Payment Request Form. The student or hourly employee will then need to send this form, as well as a bank document confirming their Routing and Bank Account Number to Accounts Payable.

If the reimbursement is for a candidate for Union employment, please refer to the Candidate Travel Guidelines. If you need further guidance on reimbursements for Union employment candidates, please reach out to Human Resources.

  • Complete a Payment Request Form.
  • Attach receipts or documentation to support the reimbursement.
  • Submit the reimbursement request via email to Accounts Payable.
  • Reimbursement will be made via check according to the AP Pay Date schedule.
  • Student Research Grant Reimbursements
    • Cash Payment to Survey Participant
      • SRG cash payment signed sheet.

    • Venmo Payment to Survey Participant
      • Venmo spreadsheet in Excel format. The survey participants’ Union ID# and Name need to be added to the spreadsheet.
      • Venmo screenshots showing proof of payment to the
        survey participant.

In accordance with IRS accountable plan regulations, reimbursements must be submitted within 60 calendar days after business related expenses are incurred. If a reimbursement is submitted after 60 days, Union College can reimburse those expenses however they are added to an employee's paycheck and taxed as taxable income as per IRS regulation Part 1, Section 62.

W-9 Requirements for Non-Union Reimbursee’s

  • W-9’s for non-Union reimbursee’s are suggested but not required.
  • It is best practice to request a W-9 from the reimbursee. If the reimbursee chooses to not provide a W-9, please inform Accounts Payable upon submission of the reimbursement.