ASA uses the following guidelines when determining how to properly report cash and non-cash awards and gifts. ASA will report the details to the applicable offices outlined below:
| Recipients | Cash Awards* | Gift Cards | Awards of non-cash items (Plaques, Trophies, etc.) |
|---|---|---|---|
| Student Recipients: | All monetary awards to students will be posted to the recipient’s Bursar account through the Loans and Scholarships office (308 Shields Building). Cash Award/Gift Form Required | Gift cards $100.00 or more are reported only if the student is a Penn State employee. The dollar amount is posted as an award through the Loans and Scholarships office (308 Shields Building) to the recipient’s bursar account. Check Request form is required. | The value of a non-cash award item valued at $425.00 or more is reported to the payroll office (101 James Elliott Building, 865-7621) if the student is a Penn State employee OR the Loans and Scholarships office (308 Shields Building) if the student is not a Penn State employee. Check Request form is required. |
| Penn State Employee Recipients (Staff or Faculty): | All monetary awards to employees are processed and reported to the Payroll office (101 James Elliott Building, 865-7621). Recipients will receive these awards with their monthly pay, with taxes already taken out. Cash Award/Gift Form Required | Gift cards of $100.00 or more are reported to the Payroll office (101 James Elliott Building, 865-7621). The appropriate taxes will be taken out of the recipients’ monthly pay. Check Request form is required. | The value of a non-cash award item valued at $100.00 or more is reported to the Payroll office (101 James Elliott Building, 865-7621) for proper tax reporting. Check Request form is required. |
| Non-Student/ Non-Employee Recipients: | Cash awards between $1-$599 a check is processed by the ASA office. No reporting is necessary. Cash award of $600 or more the check is processed by the ASA office. The dollar amount is reported to Accounting Operations. Cash Award/Gift Form Required. | Gift card recipients of $600.00 or more for non-Penn State employees or non-student recipients are reported to Accounting Operations. An NEI, W-9 and a Check Request form is required. | Recipient of non-cash awards of items valued at $600.00 or more for non-Penn State employees or non-student recipients are reported to Accounting Operations. An NEI, W-9 and a Check Request form is required. |
- *Organizations should NOT pay cash directly to recipient and then seek reimbursement.
- The recipient’s name and PSU ID# must be listed on the Check Request form for all gift cards and non-cash award items $425 or more if the recipient is a student or a Penn State employee.