| What to do |
How to do it |
| 1 |
Review the award guidelines. |
- Read the accounting guidelines for employee recognition awards.
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| 2 |
Request payment. |
- Complete a Payment Authorization online.
- For UCSD Bookstore, use Payee ID 00293324E
- For UCSD Triton Plus, use Payee ID 00293181E.
- Use the address type that indicates your department's Mail Code. If there is no address with your Mail Code, you may request to establish an address type.
- Select account number 638094.
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| 3 |
Acquire approval. |
- Print a copy of the payment authorization summary page.
- Have either the department head or vice chancellor sign as indicated in the guidelines.
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| 4 |
If the value of the award is $75 or greater, follow this step. Otherwise, go to Step 6. |
- Complete sections A and C of the Award Payment Authorization form.
- Make a copy of the form for your records.
- Mail the complete form to Payroll, Mail Code 0952.
- Indicate on the payment authorization summary page that this form has been sent to Payroll.
Note: If the value of a non-cash recognition award exceeds $75, it is taxable and will be reported on the employee's W-2.
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| 5 |
Submit your request. |
- After completing the payment authorization online, your request will automatically route for approval by the department fund manager and then to Disbursements for final approval.
- Send the Payment Authorization Summary page with the appropriate approval signatures 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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| 6 |
Check is issued to UC Regents and mailed to the department. |
- Once the check has been issued to either the UC Regents-Bookstore or UC Regents-Triton as applicable, the check will be sent to the departmental mail code via campus mail.
- The department can then take the check to either the Bookstore or Triton Plus to pay for the gift card.
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