Student Payments

Effective summer term of 2026, please follow the directions below on how to process payments for students based on the intent of the payment.

Getting started:

Determine if payment is for a student or non-student
- For students: Collect the following information:
  - Name of Payee (Individual)
  - Intent of Payment
  - Amount of Payment(s) & Date of Payment(s)
  - Number of payments to be issued
  - Student designation (under-grad or grad)
  - Term (summer, spring, or fall) & academic year of term
- For non-students: note in memo
For payments processed through Concur, PantherExpress, and/or PRISM, select the purpose of payment and follow the instructions below:

Non-Pitt Students Living Allowance (Concur)

Log into Concur using SSO
Choose Pitt Guest Policy
Input the following fields on the Report Header:
- Report Name
- Business Travel Start/End dates
- Trip Type
- Travel User Type (one-time guest (Pitt Paid), one-time guest (Pitt Paid Foreign National)
- Report/Trip Purpose
- Event Name/Business Purpose
- 32-digit GL Account String
Click Save
On the report, “Add an expense type” as New Vendor Supporting Documents
- For US citizens: Add the W9, individual SVF
- For Foreign Nationals: Add the W8, FNIF form, Visa Type, individual SVF
- Click Save
Manually “Add an expense type”
- Options to choose from:
  - Taxable Non-Pitt Student
  - Taxable Grant Non-Pitt Student
  - Foreign Nationals:
    - Taxable Non-Pitt Student-FN
    - Taxable Grant Non-Pitt Student-Foreig
  - Temporary Living Allowance
  - Temporary Living Allowance – FN
Fill out the report with the following:
- Receipt date (date that you are creating the expense report)
- Event name/Business Purpose (identifying information for the payment, i.e. grant name, term, etc.)
- Vendor Name (use individual’s name)
- City of Purchase (always Pittsburgh, PA)
- Payment Type (cash/personal credit card)
- Amount
- Currency (always USD)
- Comment (any notes the dept wants to add for PPC; explanation of the payment(s))
- Click Save
Attach receipt which should be a Memo of the information that you provided to the student. It must include the following information:
- Date of Memo
- Name of Payee (Individual)
- Intent of Payment
- Amount of Payment(s) & Date of Payment(s)
- Number of payments to be issued
- If a Pitt Student:
  - Under-Grad ____
  - Grad ____
- Term
  - Term _____
  - Year _____
If a Non-Pitt Student, include that fact in the memo
Click Submit

Prizes (Concur)

Log in SSO to Concur
Select one of the following:
- Student Worker (Pitt Non-Travel Policy)
- Pitt student or Non-Pitt student (Pitt Guest Policy)
Input the following fields on the Report Header:
- Report Name
- Business Travel Start/End dates
- Trip Type
- Travel User Type (one-time guest (Pitt Paid), one-time guest (Pitt Paid Foreign National)
- Report/Trip Purpose
- Event Name/Business Purpose
- 32-digit GL Account String
Click Save
For Pitt Student or Non-Pitt Student Only:
- On the report, “Add an expense type” as New Vendor Supporting Documents
- For US citizens: Add the W9, individual SVF
- For Foreign Nationals: Add the W8, FNIF form, Visa Type, individual SVF
- Click Save
Manually “Add an expense type”
- Select one of the following:
  - Prizes
  - Prizes-FN
Fill out the report with the following:
- Receipt date (date that you are creating the expense report)
- Event name/Business Purpose (identifying information for the payment, i.e. grant name, term, etc.)
- Vendor Name (use individual’s name) – not required
- City of Purchase (always Pittsburgh, PA) – not required
- Payment Type (cash/personal credit card)
- Amount
- Currency (always USD)
- Comment (any notes the dept wants to add for PPC; explanation of the payment(s))
- Click Save
Attach receipt which should be a Memo of the information that you provided to the student. It must include the following information:
- Date of Memo
- Name of Payee (Individual)
- Intent of Payment
- Amount of Payment(s) & Date of Payment(s)
- Number of payments to be issued
- If a Pitt Student:
  - Under-Grad ____
  - Grad ____
- Term
  - Term _____
  - Year _____
- If a Non-Pitt Student, include that fact in the memo.
Click Submit

Travel and Business Expense Reimbursement (Concur)

Student Workers or Student Volunteers

Log into Concur using SSO
Choose a policy based on the payee and purchase type
- Pitt Travel Policy (for travel purchases)
- Pitt Non-Travel Policy (for non-travel purchases)
- Pitt Guest Policy (for non-employee/student travel or non-travel purchases)
Input the following fields on the Report Header:
- Report Name
- Business Travel Start/End dates (not on the Pitt non-travel policy)
- Trip Type
- Travel User Type (one-time guest (Pitt Paid), one-time guest (Pitt Paid Foreign National)
- Report/Trip Purpose
- Event Name/Business Purpose
- 32-digit GL Account String
Click Save
For Non-Employee and Non-Pitt Student Only:
- On the report, “Add an expense type” as New Vendor Supporting Documents
  - For US citizens: Add the W9, individual SVF
  - For Foreign Nationals: Add the W8, FNIF form, Visa Type, individual SVF
  - Click Save
“Add an expense type” – manually create each one for as many expenses as necessary
- Select appropriate expense type for the purchase made (Ex: airfare, lodging, meal per diem, parking, equipment rental, class materials, event supplies)
Fill out the report with the following:
- Receipt date (date that you are creating the expense report)
- Event name/Business Purpose (identifying information for the payment, i.e. grant name, term, etc.)
- Vendor Name (use individual’s name)
- City of Purchase (always Pittsburgh, PA) – not required
- For Pitt Travel Policy and Pitt Non-Travel Policy only:
  - Was sales tax applied on receipt/invoice?
  - Is the vendor located in PA?
    - If not, select the state the vendor is located in
- Payment Type
- Amount
- Currency (always USD)
- Comment (any notes the dept wants to add for PPC; explanation of the payment(s))
- Attach receipt within the screen
- Save Expense
Once all expenses have been added as individual lines, Click Submit

Honorarium (Concur)

Please note: for student worker (employees): Process via PittWorx as employees are not permitted to receive honorariums. Contact OHR Shared Service for assistance.

Log into Concur using SSO
Select the Pitt Guest Policy for:
- Pitt student or Non-Pitt student
Input the following fields on the Report Header:
- Report Name
- Business Travel Start/End dates
- Trip Type
- Travel User Type (one-time guest (Pitt Paid), one-time guest (Pitt Paid Foreign National)
- Report/Trip Purpose
- Event Name/Business Purpose
- 32-digit GL Account String
Click Save
On the report, “Add an expense type” as New Vendor Supporting Documents
- For US citizens: Add the W9, individual SVF
- For Foreign Nationals: Add the W8, FNIF form, Visa Type, individual SVF
- Click Save
Manually “Add an expense type”
- Options to choose from:
  - Honorarium
  - Honorarium - FN
Fill out the report with the following:
- Receipt date (date that you are creating the expense report)
- Event name/Business Purpose (identifying information for the payment, i.e. grant name, term, etc.)
- Honorarium Receipt Type
- Foreign National (FN) Only:
  - Performance Location
  - Payee email address
  - Guest Visa type
  - Does the guest have an SSN?
- Vendor Name (use individual’s name) – not required
- City of Purchase (always Pittsburgh, PA) – not required
- Payment Type (cash/personal credit card)
- Amount
- Currency (always USD)
- Comment (any notes the dept wants to add for PPC; explanation of the payment(s))
Click Save
Attach receipt which should be a Memo of the information that you provided to the student. It must include the following information:
- Date of Memo
- Name of Payee (Individual)
- Intent of Payment
- Amount of Payment(s) & Date of Payment(s)
- Number of payments to be issued
- If a Non-Pitt Student, include that fact in the memo.
Click Submit

Royalties (PRISM/Concur)

PRISM

To process in PRISM, speak to Payment Processing who will obtain access for you through Pitt Digital.

Concur

Pitt-enrolled students and Non-Pitt students

Log into Concur using SSO
Choose a policy based on the payee type
- Pitt Non-Travel Policy (for Pitt-enrolled students)
- Pitt Guest Policy (for Non-Pitt students)
For Pitt Non-Travel Policy Only: Input the following fields on the Report Header:
- Report Name
- Report Date
- Trip Type
- Travel User Type
- Report/Trip Purpose
- 32-digit GL Account String
For the Pitt Guest Policy Only: Input the following fields on the Report Header:
- Report Name
- Business Travel Start/End dates (not on the Pitt non-travel policy)
- Trip Type
- Travel User Type
- Report/Trip Purpose
- Event Name/Business Purpose
- 32-digit GL Account String
Click Save
For Non-Employee Pitt Students and Non-Pitt Student Only:
- On the report, “Add an expense type” as New Vendor Supporting Documents
  - For US citizens: Add the W9, individual SVF
  - For Foreign Nationals: Add the W8, FNIF form, Visa Type, individual SVF
  - Click Save
Manually “Add an expense type”
Fill out the following on the report:
- Royalties-Restricted
- Receipt date (date that you are creating the expense report)
- Event name/Business Purpose (not required)
- Vendor Name (not required)
- City of Purchase (always Pittsburgh, PA) – not required
- Payment Type
- Amount
- Currency (always USD)
- Comment (any notes the dept wants to add for PPC; explanation of the payment(s))
Attach receipt within the screen
Save Expense
Click Submit

Purchased Goods or Services from a Student (PantherExpress System)

Due to the various ways of paying a student contractor, it is recommended to contact Customer Service to work with them to create the requisition and/or invoice in PantherExpress.

If the student accepts a credit card payment, you may pay for the goods with a OneCard. If you purchase goods from a student with your OneCard, reconcile that express within Concur.

Services should not be paid on a OneCard. Process through PantherExpress.

If the student has never been paid by Pitt in the past, they are considered a new supplier and you will need to gather this documentation from them:

For US citizens: Add the W9, individual SVF
For Foreign Nationals: Add the W8, FNIF form, Visa Type, individual SVF

Resources

Guidance on all intent of payment types, including Financial Aid and Wage Payments: Student Payments Quick Processing Guide SharePoint Site
For in-depth definitions and a comprehensive breakdown of all payment types: Classification and Processing of Payments to Students Guide

Student Payment Virtual Series

Members from Payment Processing & Compliance and Payroll, in collaboration with Financial Aid and the Office of Human Resources, provided updated guidance on the classification and processing of payments to students. These procedures ensure that all departments remain compliant with federal regulations. To support departments in navigating these processes, four virtual lunch and learn sessions were hosted. Watch the recording of the lunch and learn on August 12, 2026 or review the slide deck.

Questions?

For questions regarding payments in Concur, please contact Purchase, Pay, Travel Customer Service.

If you have questions about other student payments such as hourly student employees, visit the Student Employment website and if you have questions about scholarships, visit the Office of Financial Aid website.

Department administrators can contact studentpaymentquestions@pitt.edu for all other questions related to processing student payments.