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How to Pay for Employee Incentive Awards: Cash

Use this step-by-step guide to pay for a cash employee incentive award.

Note: Deadlines for incentive awards are 5 business days before the PPS deadline (except in June, when the deadline is the second Monday of the month).

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1. Review the award guidelines

2. Gather necessary information

  • Gather the following information:
    • Employee's ID
    • Employee's title code
    • Employee's pay schedule (monthly or biweekly)
    • Index and fund to be charged for the award
    • Bargaining unit code (if employee is not represented by a bargain unit, use 99 as the code)
    • Award amount paid fiscal year to date (FYTD)
    • Annual base salary

3. Complete the Award Payment Authorization form

  • For a single award payment, complete Sections A and B on the Award Payment Authorization form (PDF).

    Check the appropriate box for funding in Section B:

    • IAP, TIA, or SIA for Incentive Award Program funds
    • SRD, TIA, or SAP for Staff Recognition and Development Program funds
    • LEA, TIL, or SAL for department-funded awards.
  • For multiple award payments, complete the Award Payment Authorization (multiple payments) form (PDF).

    Enter the appropriate funding source in the DOS code column:

    • IAP, TIA, or SAP for Incentive Award Program funds
    • SRD, TIA, or SAP for Staff Recognition and Development Program funds
    • LEA, TIL, or SAL for department-funded awards

    Note: You can request up to 18 payments on the Payment Authorization form. To request more payments, print additional copies of the form and number the pages in the top right-hand corner.

4. Acquire approval

  • Have your department's authorized approver sign the Award Payment Authorization form.
  • If you are submitting several copies of the Multiple Payment form, the authorized approver signature needs to sign only the last page.

5. Copy your request

  • Make a copy of your request for your records.

6. Submit the request

  • Mail the completed request to the Payroll Office, Mail Code 0952.

Note: You must mail or deliver the request. Payroll cannot accept faxes or e-mails.

7. Determine the pay date

  • The cash award will be paid on the employee's next scheduled payday. The pay date depends on:
    • The date Payroll receives your request
    • The Payroll deadline for the pay period

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