| What to do |
How to do it |
| 1 |
Review the award guidelines. |
- Read the accounting guidelines for employee length-of-service awards.
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| 2 |
Request payment. |
- Go to the online Payment Authorization.
- Select account number 638094.
- Note the document number for use in step 6.
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| 3 |
Acquire approval. |
- Print a copy of the Payment Authorization Summary page.
- Obtain department head signature for use in step 6.
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| 4 |
Gather backup documentation. |
- For reimbursement, locate the original receipt for use in step 6.
- For payment directly to a vendor, retain the invoice or other supporting documentation for use in step 6.
Note: Documentation is required regardless of amount.
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| 5 |
If the value of the award exceeds $400, follow this step. Otherwise, go to step 6. |
- See instructions for requesting approval of an exception. Only the director of Disbursements and Travel can approve gifts and awards that exceed the per-person limit.
- Complete sections A and C of the Award Payment Authorization form.
- Make a copy of the form for your records.
- Retain a copy for use in step 6.
Note: If the value of a non-cash length-of-service award exceeds $400, the excess amount is taxable and will be reported on the employee's W-2.
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| 6 |
Submit your request. |
- After completing the payment authorization online, your request automatically routes for approval by the department fund manager and then to Disbursements for final approval.
- Include the document number noted in step 2 on all documentation.
- Send the documentation from steps 4 and 5 to PAYAUTH, Mail Code 0955.
Note: The person who approves payment authorizations for your department must have a signature authorization on file with Disbursements. This confirms the authority to approve fund sources used for payment.
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