Policy Guidelines

Award and incentive approval matrix: FIN 420-04

Non-monetary: Tangible items such as clothing or drinkware. This does not include gift cards or gift certificates; these are cash equivalents and should be reviewed under the monetary rules.

Monetary: Cash and cash equivalents such as gift cards or gift certificates.

Monetary awards that are processed through posting to a student’s financial account, or paid through Workday do not need to obtain additional approvals. Approval will be provided during the business process.

Award type	Amount	Awarded to	Approval	Report transaction to
Non-monetary	Less than or equal to $100	ASU employees	Department	N/A
Non-monetary	$101–$400	ASU employees: Retirement	Dean or vice president	N/A
Non-monetary	$101–$400	ASU employees: Length of service or other	Dean or vice president	Payroll via Workday¹
Non-monetary	$401–$999	ASU employees	Dean or vice president	Payroll via Workday¹
Non-monetary	Greater than or equal to $1,000	ASU employees	Provost or applicable senior or executive vice president	Payroll via Workday¹
Non-monetary	Less than or equal to $100	Students	Department	N/A
Non-monetary	Greater than or equal to $101	Students	Dean or vice president	Student Financial Aid Office and Tax Services³
Non-monetary	Less than or equal to $100	Non-ASU recipients	Department	N/A
Non-monetary	Greater than or equal to $101	Non-ASU recipients	Dean or vice president	Tax Services³
Monetary	Less than or equal to $25	ASU employees	Department	N/A
Monetary	Greater than or equal to $26	ASU employees⁴	Dean or vice president	Process through Payroll²
Monetary	Less than or equal to $100	Students	Department	Student Financial Aid Office and Tax Services
Monetary	Greater than or equal to $101	Students	Dean or vice president	Student Financial Aid Office and Tax Services³
Monetary	Less than or equal to $100	Non-ASU recipients	Department	Tax Services³
Monetary	Greater than or equal to $101	Non-ASU recipient	Dean or vice president	Tax Services³

¹When reporting faculty or staff awards to Payroll Services, departments must process as a one-time payment, taxable fringe benefit or taxable fringe benefit grossed up. The attached support must include approval for the gross up if selected.

²When paying monetary awards to ASU employees, departments must process as a one-time payment, award/prize or award/prize grossed up. The attached support must include approval for the gross up if selected.

³Awards to students or guests who are foreign nationals or non-residents for U.S. tax purposes must be reported to tax services to ensure compliance with all applicable tax reporting requirements. On occasion, there may be U.S. tax withholding applicable on the award. In these cases, the department will be responsible for grossing up the award to pay the withholding tax or processing the award through Workday or Student Business Services to ensure withholding is collected and remitted.

⁴All monetary awards greater than $25 to faculty and staff must be processed through Payroll Services.

Refer to FIN 420-04 for background and policy information.