8.6.3 Request Payment for Cash Gifts, Prizes, and Awards
Policy Statement
Departments can give cash gifts, prizes, and awards, in the form of a check or ACH payment, to non-University of Illinois System 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 (UPAY) 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 8.1.3 Determine the Allowability of Gifts, Prizes, and Awards to Individuals.
If a unit would like to give a university student an education-related gift, prize, or award, consult Payments to University of Illinois Students.
If a unit would like 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 a student, see 8.10.4 Prizes and Awards.
Reason for the Policy
To properly request payment for gifts, prizes, and awards to non-employees.
Applicability of the Policy
Gifts, prizes, and awards given to non-employees.
Procedure
To request payment for cash prizes and awards:
- 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.
- 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 Vendor Setup and Maintenance.
- Consult Emburse Enterprise—Submitting Invoices in Emburse Enterprise