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How to Pay for Employee Incentive Awards: Cash-Equivalent Gift Certificate

Use this step-by-step guide to pay for a cash-equivalent gift certificate for an employee incentive award.

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1. Review the award guidelines

2. Choose a method of payment

Complete a Payment Authorization online

Note: The Payment Request Form is no longer being used.

3. Acquire approval

Your request will automatically route for departmental approval after you complete a Payment Authorization online..

Notes:
The person who authorizes the payment request for your department must have a signature authorization on file with Disbursements.

Employees who are authorized to approve employee awards cannot authorize their own awards.

4. If the value of the award is less than $75, submit your request for payment

Transmit the Payment Authorization online.

5. If the value of the award is $75 or greater, follow these steps

  • Complete the following steps for Payroll:
    • Gather the following information:
      • Employee's ID
      • Employee's title code
      • Employee's Social Security number
      • Employee's pay schedule (monthly or biweekly)
      • Index and fund to be charged for the award
      • Bargaining unit code
    • Complete Sections A and C on the Award Payment Authorization form (PDF).
    • Make a copy of the form for your records.
    • Mail the completed request to Payroll, Mail Code 0952.
  • Complete the following steps for Disbursements:
    • Put the current date on the Payment Authorization or Payment Request form and note that the request has been sent to Payroll.
    • Either transmit the Payment Authorization online, or send the completed Payment Request form to Disbursements, Mail Code 0955.

Note: Cash-equivalent gift certificates that exceed $75 are taxable and will be reported on the employee's W-2.

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