Accounts Payable

The Finance & Administration division revised the Business Expense and Reimbursement policy, effective February 5, 2026, replacing the former version of the policy.

This has been consulted to ensure its feasibility and practicality, while also supporting the College’s goal of financial stability. The policy guidelines how College funds should be utilized and stewarded.

Reimbursement to Connecticut College Employees:

Before continuing, please note:

• Absence of payee name and address will not be processed
• Account/Credit card statements are not sufficient as supporting documentation

Submit on CTW on CamelWeb.

If you do not have access complete CTW User Enrollment Form and be sure to read “Creating an Expense Claim”.

Business/Travel Expense Reimbursement for out-of-pocket expenses. Requests must be submitted with original documentation (invoices, proof of payment) and business purpose of the purchase. Reimbursement will be processed once the event is completed (the only exception is airfare).

• A reimbursement will only be made with a dated, itemized receipt. Credit card statements, screenshots of confirmation/receipts are NOT acceptable as a proof of payment
• Itemized food, drinks and names of attendees are mandatory
• Airfare: Must be pre-approved (Pre-Approval Form) and booked via the Travel Portal.
• Mileage: A printout from Mapquest of the most direct route and provide purpose of the trip
• Explanation of purpose and of expenditures
• Any payment to a Connecticut College Employee for services performed must go through HR/Payroll

Reimbursement to Connecticut College Students:

Complete the Payment Request Form (PRF) and include all itemized receipts. Email to accountspayable@conncoll.edu or send hard copies to Accounts Payable via interdepartmental mail.

• A reimbursement will only be made with a dated, itemized receipt. Credit card statements, Screenshots of confirmation/receipts are not acceptable as a proof of payment
• Itemized food, drinks and names of attendees is mandatory
• Explanation of purpose of expenditures
• ACH Payment available once student fills out the ACH Payment Form

Payment to Connecticut College Students:

Items such as Prizes/Awards, Stipends, Internships and Research Fellowship payments to Students must be made by completing the Payment Request Form (PRF).

All student employee compensation should be processed directly through Payroll.

Complete the PRF and attach an applicable itemized receipts and email them to accountspayable@conncoll.edu or send hard copies to Accounts Payable via interdepartmental mail.

Payment to Connecticut College Employees:

Any money paid to employees must be processed through payroll (exception: expense reimbursement). Please submit requests to Human Resource/Payroll.

Payment to Non-Employee (aka Independent Contractor):

Most payments should be processed through CTW via CamelWeb. Please check the site to see if the vendor already exists before proceeding. All resources and guides on how to use CTW can be found on the initial landing page of the site.

If you have never used this vendor before, and you cannot locate them on CTW, please email the following information to accountspayable@conncoll.edu to determine next steps.

• Vendor Name
• Vendor Address
• Purpose (Honorarium, entertainment, supplier, contractor, etc)
• Services Provided
• Date of Service

Accounts Payable will advise what forms need to be completed to proceed with payment.

Important Information

• Payment must be made by Connecticut College check or ACH payment for tax reporting purposes. Payments cannot be made in Cash.
• Connecticut College can only pay from an original invoice. Account statements, quotes, and order confirmations are not sufficient documentation to make a payment.
• If the contractor was hired based on number of hours worked, provide the hourly rate and number of hours required for specific work performed (ie: seasonal readers).
• Honorarium payments will be made out directly to the Honorarium, Connecticut College cannot redirect the payment to another agency or person as a donation.
• Work classified as Entertainment will be subject to CT Entertainment Tax which could impact the final payment.
• If it is determined by Procurement/Accounts Payable that this will be a one-time payment you must provide a description of services and date of services rendered along with any written agreement (letter of understanding, email correspondence, etc.)

Policies/Resource

IRS Resource: Independent Contractors
CT Entertainment Tax Policy

Forms for International Payments

Wire Transaction Request Form
W-8BEN
W-8BEN-E
T-100

Purchasing Card (PCard)

Contact information for current PCard holders:

• US Bank One Card: Access.usbank.com
• 24 Hour Customer Service: 800-344-5696
• Outside of the US. Collect: 701-461-2010
• Fraud Investigations: 800-523-9078 or collect: 701-461-2042

Employees needing a college purchasing credit card must complete the Purchasing Card Request Form. Forward the completed application in hard copy form via interoffice mail to Accounts Payable.

Purchasing card holders must reconcile and submit proper receipts and code on US Bank Online in a timely manner. Failure to do so may result in suspension of purchasing card.

Policies/forms

Purchasing Card Policy
Purchasing Card Calendar FY2027
Purchasing Card Approver Application Form

The College will provide reimbursement for eligible moving expenses, up to the maximum amounts shown in the section "College Reimbursement Limits" to newly appointed full-time faculty and staff who were recruited via a national employment search and who must relocate their primary residence in order to accept employment at the College.