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Business and Financial Policies and Procedures

8.6.4 Request Payment for Cash Gifts, Prizes, and Awards

Policy Statement

You can give cash gifts, prizes, and awards, in the form of a check or ACH payment, to non-University of Illinois employees for achievement, performance, or a competition for programs and activities that support the primary missions of the University. University of Illinois students may also receive cash gifts, prizes, and awards and may be processed through University Payables if the money is not related to their education or employment at the University of Illinois. These prize and award payments are taxable income reported to the IRS on Form 1099-MISC. Consult 8.1.4 Determine the Allowability of Gifts, Prizes, and Awards.

If you want to give a University of Illinois student an education-related gift, prize, or award, consult Payments to University of Illinois Students.

If you want to give an employee, including a student employee, a gift, prize, or award that is related to their employment, consult 4.3.3 Process Employee Recognition Awards.

If the recipient is an Urbana campus student, process the payment through Departmental Awards Web System (DAWS).

Procedure

To request payment for cash prizes and awards:

  1. Confirm the recipient is a U.S. citizen or resident alien. If they are not, consult Payments to Foreign Nationals for instructions on requesting payment.
  2. Determine whether the payee has a Banner vendor number. For step-by-step instructions, consult the Banner Vendor ID and Address Query job aid. If the payee does not have a Banner vendor number, consult 8.5.1 Set Up a New Vendor ID in Banner.
  3. Log in to TEM (Travel and Expense Management System). In the Create New area, select the Expense Report icon. If you need help identifying the icon, consult the job aid for System Navigation.
  4. In the Document Header screen, select "Misc Payment--Vendors, Non-Employees, and Students" from the drop-down list in the Purpose field.
  5. Proceed through the screens. Select "181700-Prizes" from the drop-down list in the Expense Type field. For step-by-step instructions, including how to submit documentation, consult the Miscellaneous or One-Time Vendor Payments job aid.
  6. University Payables (UPAY) reviews the request and processes for payment.

4.3.3 Process Employee Recognition Awards
8.1.4 Determine the Allowability of Gifts, Prizes, and Awards
8.5.1 Set Up a New Vendor ID in Banner
8.5.2 Update a Vendor ID in Banner
1.3.3 What Approving or Signing a Document Means

TEM Resource Page
Job aid for System Navigation
Job aid for Banner Vendor ID and Address Query
Job aid for Miscellaneous or One-Time Vendor Payments
Flowchart to Determine How to Process Payments to Students
Payments to University of Illinois Students
Payments to Foreign Nationals
Foreign Nationals Payment Eligibility Grid
University Payables Training Materials

Last Updated: October 2, 2017 | Approved: Senior Associate Vice President for Business and Finance | Efffective: September 2012

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