PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.
DOCUMENT TYPE:
Policy
PURPOSE:
Provide instruction for paying Student Awards
APPLIES TO:
All University departments and offices
CAMPUS:
Lawrence
POLICY STATEMENT:
Student awards should be paid with Endowment funds. The award request should be sent directly to Endowment using a Check Request for Student Award or Prize form unless the student is a nonresident alien.
For additional information about paying awards, refer to section 5.8 in Endowment's Fund Administration & Use Handbook on KU Endowment website for further information.
If a student is a non-resident alien, the payment is processed on a voucher through Central Accounting Services. Award payments to nonresident alien students need to use account 129500 and fund 725. An Awards to Non-resident Aliens form is used. All awards to non-resident aliens will have taxes withheld.
For non-resident aliens who are employees, awards must go through Payroll. If it is truly an award without a service component, Payroll needs to be aware that FICA will not be paid. Departments may need assistance to understand what constitutes an award with or without a service component.
For example, if there is an award for a GRA who achieves a certain GPA, that may constitute a service component. If, however, an award is provided to someone who achieves a certain GPA and they just happen to be a GRA, then a service component may not exist.
Departments should maintain clear and concise documentation as to why an award was given. The IRS often looks for individuals who received both a 1099 and W-2 as reasons for further investigation in an audit. Without adequate documentation, there could be penalties.
CONTACT:
Controller's Office
1450 Jayhawk Blvd.
Strong Hall
controllersoffice@ku.edu
785-864-3261
RESPONSIBLE UNIT:
Financial Services
APPROVED BY:
Controller
APPROVED ON:
2012-01-12
EFFECTIVE ON:
2012-01-12
REVIEW CYCLE:
1 year
RELATED FORMS:
Contractual Services Form
CHANGE HISTORY:
04/20/2026: Updated links.
10/09/2025: Updated formatting.
03/31/2025: Migration to TeamDynamix from Drupal.
02/17/2023: Updated contact section.
04/16/2021: Updated Approver, Contact, and owning unit from Comptroller to Financial Services.
06/26/2013: Policy uploaded to Policy Library.
TITLE:
Student Award Payments