Policy guidelines

Award and incentive approval matrix - FIN 420-04

Award type	Amount	Awarded to	Approval	Report transaction to
non-monetary	less than or equal to $100	ASU employees	department	NA
non-monetary	$101-$999	ASU employees	dean or vice president	Payroll Services¹
non-monetary	greater than or equal to $1,000	ASU employees	provost or applicable senior or executive vice president	Payroll Services¹
non-monetary	less than or equal to $100	students	department and tax services	NA
non-monetary	greater than or equal to $101	students	dean or vice president and tax services	Student Financial Aid Office
non-monetary	less than or equal to $100	US citizens and resident aliens	department	NA
non-monetary	greater than or equal to $101	US citizens and resident aliens	dean or vice president and tax services	NA
non-monetary	any amount	foreign nationals and non-resident aliens	dean or vice president and tax services²	NA
monetary³	less than or equal to $25	ASU employees	department	NA
monetary³	$26-$999	ASU employees⁴	dean or vice president	Payroll Services¹
monetary³	greater than or equal to $1,000	ASU employees⁴	provost or applicable senior or executive vice president	Payroll Services¹
monetary³	less than or equal to $100	students	department and tax services	Student Financial Aid Office
monetary³	greater than or equal to $101	students	dean or vice president and tax services	Student Financial Aid Office
monetary³	less than or equal to $100	US citizens and resident aliens	department	NA
monetary³	greater than or equal to $101	US citizens and resident aliens	dean or vice president and tax services	NA
monetary³	any amount	foreign nationals and non-resident aliens	dean or vice president and tax services²	NA

When reporting faculty or staff awards to Payroll Services, departments must indicate if the award is retirement- or length-of-service-related. These awards have different thresholds of tax reporting than other service or performance awards.
All awards to guests who are foreign nationals or non-resident aliens must be approved by tax services to ensure compliance with all applicable tax reporting requirements.
Monetary awards include cash and cash equivalents, such as gift cards and gift certificates.
All 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.