| What to do |
How to do it |
| 1 |
Review the award guidelines. |
- Read the accounting guidelines for prizes and other gifts.
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| 2 |
Request payment. |
- Complete a Payment Authorization online.
- Select account number 638094. In the document text, indicate the:
- Reason for the prize(s)/ gift(s)
- Nature of the event where the prize(s)/ gift(s) will be given
- Name of the recipient
- Note the document number for use in step 6.
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| 3 |
Obtain approval. |
- Print a copy of of the payment authorization summary page.
- Obtain department head signature for approval.
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| 4 |
Gather backup documentation. |
- If you are requesting reimbursement, locate the original receipt for use in step 6.
- If the payment is directly to a vendor, locate the invoice or other supporting documentation for use in step 6.
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| 5 |
If the value of the award exceeds $75, follow this step. Otherwise, go to step 6. |
- See instructions for requesting an approval for an exception. Only the director of Disbursements and Travel can approve gifts and awards that exceed the per-person limit.
- Complete sections A and C of the Award Payment Authorization form (PDF).
- Make a copy of the form for your records.
- Keep a copy for use in step 6.
Note: If the value of a non-cash prize or gift exceeds $75, the total amount is taxable and will be reported on the employee's W-2.
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| 6 |
Submit your request. |
- After completing the payment authorization online, your request automatically routes for approval by the department fund manager and then to Disbursements for final approval.
- Include the document number noted in step 2 on all documentation.
- Send the documentation to PAYAUTH, Mail Code 0955.
Note: The person who approves payment authorizations for your department must have a signature authorization on file with Disbursements. This confirms the authority to approve for the fund source used for the payment.
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