Accounts Payable FAQs

Contact Accounts Payable for: One-time/small-value payments, faculty and staff reimbursements, student internships, student awards, student reimbursements, and guest speaker honoraria.

Contact Procurement for: Supplier onboarding, contract negotiations, relationship management, and competitive bidding for large purchases (over $10K).

For College Employees (Staff, Faculty, or Students): Payment must be processed through Payroll. For guidance on this process contact humanresources@conncoll.edu.

For Non-Employees or Non-Student Workers:

• Verify if the individual is an active supplier in CTW. If you do not see the supplier listed on CTW, email purchasing@conncoll.edu.
• If it is determined that they shouldn’t be added to CTW, submit a payment request to accountspayable@conncoll.edu
• Requirements: You must attach a Payment Request Form form along with a contract or invoice detailing the services, dates, and total amount. Accounts Payable may also request a current W9.
• Tax Documentation: All U.S. and most foreign vendors must provide a federal tax identification number and a permanent residential address. New suppliers must complete a New Vendor Setup Form, which also includes:
  • Form W-9 (U.S. vendors) or Form W-8BEN (Foreign vendors).
  • An ACH/Direct Deposit form.
  • Based upon the products or services rendered, additional paperwork may be required.

No. IRS regulations require honoraria to be reported on Form 1099-NEC as potentially taxable income for the individual. The recipient may choose to donate the funds personally after receiving payment from the College.

Exception: If the speaker is appearing as an official representative of their organization rather than as an individual, payment may be issued directly to that organization.

Generally, no. Gift cards, gift certificates, and other cash equivalents are prohibited as gifts or awards for students, faculty, staff or vendors. The only exception is for research participants.

The IRS defines gift cards as cash equivalents. Unlike a tangible gift (like a college sweatshirt), a cash equivalent is considered taxable compensation regardless of the amount. To ensure tax compliance, these cannot be distributed as standard gifts or as payment for services.

• Research Incentives: Gift cards may be used to incentivize research subjects, capped at $25 per individual.
• Approval: An Expense Policy Exception form must be completed and approved prior to purchase.
• Tax Reporting: A recipient list must be submitted to Payroll for tax purposes.
• Procurement: Only eGift cards purchased via Amazon Business (CTW OneSource) are permitted. Physical gift cards are strictly prohibited.

Yes. The use of these compliance forms and approvals is required for all applicable college expenses, including purchases made using a college PCard.

As a campus, we want to be intentional with our institutional resources. While offering alcohol can be a wonderful addition to celebrations, it is also a significant expense. We ask that organizers thoughtfully consider whether alcohol is central to the event's purpose before submitting a request.

Yes. The Exception Request is still required unless the specific scenario is explicitly outlined as exempt in the formal Business Expense Policy.

Faculty & Staff: Yes. Submit an Expense Claim via CTW for qualified out-of-pocket expenses (non-P-card) with itemized receipts. (see instructions on how to do this).

Students & Guests: Submit a Weekly Travel Expense Form and itemized receipts to accountspayable@conncoll.edu within 30 days of the travel date.

Yes. All travel requires prior written approval by the appropriate supervisor/approver. Fill out the Pre-Approval Form.

Exception: If you are traveling as part of a DOF approved grant, please speak with Deb Dupuis in the DOF office.

Required: When traveling by air, bus, or rail, or when no discount code is provided by the conference venue.

Not Required: When attending a conference with a dedicated discounted hotel block code, or when traveling via personal/shared vehicle.

This category includes both traditional refundable tickets and exchangeable fares. The CTP Travel Portal is configured to display only those tickets that comply with these College guidelines.

While these tickets appear cheaper initially, they often incur hidden fees for baggage and seat assignments. Additionally, the College prohibits non-changeable tickets to avoid total loss of funds in the event of unforeseen cancellations.

Contact travel@conncoll.edu to initiate setup. Please specify if this is a one-time arrangement or a recurring need.

1. Contact travel@conncoll.edu to be set up as a travel arranger.
2. The traveler must then log into their profile and formally assign you as an Arranger. This must be done for every individual you assist.

Yes. For groups of 5 or more, use the CTP Group Travel Request Form. For groups of 2 to 9, you may use the CTP booking tool, which now allows for multi-ticket reservations.

Not necessarily. Travelers should select a hotel within $100 per night of the "Least Logical Fare." If a selection exceeds this margin, a justification (such as safety or proximity to the event) will be required during the booking process.

No. Alternative lodging platforms are only permitted in cases where the stay exceeds one month of continuous accommodation.

Airport Rentals: Use National. We recommend enrolling in the Emerald Club for free upgrades and expedited service.

Non-Airport Rentals: Use Enterprise.

If you’re traveling more than 100 miles per day, it is recommended to rent a car instead of using a personal vehicle.

No. The tool secures the reservation and rate, but payment is processed by the lodging vendor at checkout. Travelers must present a credit card upon arrival.

Note: If you are booking for a guest and wish to cover their costs directly, you must contact the hotel prior to their arrival to complete a formal Credit Card Authorization form with.