Accounts Payable

After many months of development, the Finance & Administration division is pleased to be able to present the College’s newly-revised business expense and reimbursement policy, effective February 5, 2026, replacing the former version of the policy.

Throughout the development of this policy, several groups across campus have been consulted to ensure its feasibility and practicality, while also supporting the College’s goal of financial stability.

The policy outlines, in more detail, allowable versus unallowable expenses and gives more specific guidelines around how College funds should be utilized and stewarded. Additionally, the policy is more streamlined and structured with clearer documentation standards.

*Reimbursement to Connecticut College Employee: Submit on CTW(CTW User Enrollment Form) - Expense Claim (How to create 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 is mandatory
• Airfare: Must be pre approved (Pre-Approval Form) and booked in CTP (Lighting)
• Mileage: Mapquest and purpose of the trip
• Explanation of purpose of expenditures
• Any payment to a Connecticut College Employee for services performed must go through HR/Payroll

*Reimbursement to Connecticut College Student: Email accountspayable@conncoll.edu with RFP & Itemized receipts or hard copy 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

Note: Absence of Payee Name, Address will not be processed and Account/Credit card statements are not sufficient as supporting documentation.

*Payment to Connecticut College Students: Email accountspayable@conncoll.edu with RFP & Itemized receipts or hard copy to Accounts Payable via interdepartmental mail.

Prizes/Awards, Stipends, Internships, Research Fellowship payment made to Students must be accompanied by RFP.
Student employee compensation should be processed directly through Payroll.

*Payment to Non-Employee: Email accountspayable@conncoll.edu with RFP & Itemized receipts or hard copy to Accounts Payable via interdepartmental mail.

Independent contractors who perform services, Honoraria, Entertainers

• Payment must be made by Connecticut College check or ACH payment for Tax reporting purposes
• A completed W-9 (Identical Contractor name and address), Description of Services, Agreement (Letter of Understanding, Email correspondence, etc) and Date of services must be included on the RFP
• Hours rate and number of hours required for specific work performed (ex. Seasonal readers)
• Non-Employee cannot donate their honoraria direct to other organizations

*Payment to Vendor/Supplier: CTW/Accounts Payable

New Vendors/Supplier
Before utilizing any new vendor/supplier, start by filling out the New Vendor Setup Form and emailing it to Purchasing@conncoll.edu.
If it is determined by Procurement/Accounts Payable that this will be a one time payment, email accountspayable@conncoll.edu with the RFP & Invoice and a valid completed W-9 form.

• Vendor name and complete address (on file not acceptable) must always be filled in and detail of items purchased.
• Statements, quotes, and order confirmations are not sufficient documentation to make a payment. Connecticut College can only pay an original invoice.

*Policies/Resource

IRS Resource : Independent Contractors
CT Entertainment Tax Policy

*Payments by Wire Transfer: International wire transfer via Accounts Payable and Cash Management RFP, Invoice, Wire Transfer Form & W-8BEN or W-8BEN-E or T-100

Payment to international vendor/supplier, individual

• Description of Services, Invoice, Agreement (,Letter of Understanding, Email correspondence etc) and Date of services must be included on RFP
• Total approved amount to be transferred (including recipient's bank's fees, intermediary bank fees and/or any additional fees that that approver decides that their department should pay) must be listed on the RFP
• W-8BEN : Paying foreign individual who provides services in the campus (IRS Instructions)
• W-8BEN-E : Paying foreign entity (vendor/supplier) who provides goods or services (IRS Instructions)
• T-100 : Paying foreign individual who provides services remote

Employees who need a College purchasing credit card must obtain an application form approved by their senior administrator. The application should be forwarded to the Vice President for Finance for approval.

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.

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

*Policies

Purchasing Card Policy(New Card Application Attached)
Purchasing Card Calendar FY2026
Purchasing Card Approver Application Form