Handbook of Business Procedures

14.4. CASH PRIZES

A. Payment of Cash Prizes

Cash prizes awarded to nonemployee individuals must be processed using the FRMS Awards System. The following documentation must be sent to the Scholarship and Fellowship Services section of Accounting and Financial Management, in the order below, for a cash prize to receive final approval:

• A copy of the SS1 document cover sheet
• Documentation about the competition that includes eligibility information (e.g., a contest flyer, printed web page, etc.)
• A documented list of winners including their name, the amount of the prize received, and their EID (if applicable)

Send all documentation to the Scholarship Services Dropbox

B. Restrictions

The following prizes cannot be processed through the FRMS Scholarship/Fellowship System:

• Prizes issued to entities (i.e., not an individual); these must be processed on a *DEFINE VP2 document.
• Awards issued to an employee in relation to the performance of job duties; these must be processed through Payroll.
• Purchases of merchandise prizes; these must be processed on a *DEFINE VP1 or VP2 document.

For more information about how to process these types of payments, see the Handbook of Business Procedures, 9.1.8 Awards.

Part 14. Scholarships, Fellowships, and Cash Prizes - Table of Contents