Awards are allowed under certain restrictions for UGA employees and students. For restricted Arch funds that provide salary payments (e.g. endowed professorships), the University Contracts and Grants system charges Arch for such salary and fringe benefit payments monthly. For further information on C&G, see section VIII. K.

1. UGA Employees (Faculty, Staff, Graduate Students with Assistantships)

Any award payments to University employees that are funded by Arch must be made through the University payroll system. Funding for and payment of awards for faculty/staff/graduate students should be requested through Arch with the submittal of a check request and an Award Request for UGA Employees form. The check request should be forwarded at least 30 days in advance of the award presentation to the Arch office for timely processing.

Once each request is approved by the appropriate Senior Vice President and the Arch, then Arch will notify the UGA Payroll Department of the award and the employee will receive the award through UGA Payroll. Each award will be subject to the applicable federal and state taxes and retirement assessment for that employee.

Each check request should include the business purpose for the employee award as well as the parameters used to determine the recipient.

Awards to inactive or active student assistants may be made to the student. However, if the student is a graduate assistant and is being paid as a UGA employee through the UGA payroll system, then the award must be paid through the UGA Payroll Department.

2. Non-employees

Monetary awards to non-employees, such as students, may be made to the individual provided the proper documentation is submitted. A check request and honorarium form must be submitted for the award amount. For international persons, an honorarium form or IRS W-9 form must be submitted with the check request verifying the student’s citizenship as well as name, permanent address, and social security number. For international persons that are not U.S. citizens, then these awards will have to be processed through the UGA Payroll Department.

Please contact the Arch Expenditure Control Office for awards which are to be made without the recipient(s) knowledge.