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 Blink Home > Finance > How to Pay for Employee Incentive Awards: Cash-Equivalent Gift Certificate
How to Pay for Employee Incentive Awards: Cash-Equivalent Gift Certificate  
 
Summary: Use this step-by-step guide to pay for a cash-equivalent gift certificate for an employee incentive award.
What to do How to do it
1 Review the award guidelines.
  1. Read the accounting guidelines for employee awards.
2 Choose a method of payment.
  1. Either complete a Payment Authorization online
    OR
    Complete a Payment Request form (Excel).
    On the Payment Request form, be sure to:
    • List the gift certificate vendor or supplier as the payee.
    • Use department funds (code AWD, not IAP or SRD)
3 Acquire approval.
  1. If you complete a Payment Authorization online, your request will automatically route for departmental approval.
  2. If you complete the Payment Request form, have it signed by the person who has authority to approve payment requests for your department.
Note: The person who authorizes the payment request for your department must have a signature authorization on file with Disbursements.

Note: 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.
  1. Either transmit the Payment Authorization online, or send the completed Payment Request to Disbursements, Mail Code 0955.
5 If the value of the award is $75 or greater, follow these steps.
  1. 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.
  2. 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.



Need an expert? Contact George Gomez, (858) 534-3245.


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Last reviewed/updated on March 12, 2008 (see more info)
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