UCSD Blink: How to Pay for Employee Incentive Awards: Cash

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How to Pay for Employee Incentive Awards: Cash

Summary: 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).

What to do		How to do it
1	Review the award guidelines.	Read the accounting guidelines and the Human Resources guidelines (PDF) for the employee Incentive Award (IAP) and Staff Recognition and Development (SRD) programs.
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 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