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Office of the Controller

General Awards Information

Definition of a University Monetary Award

Awards must result from a contractual obligation (enrolled in, entered in, participated in, etc.) of the following criteria:

  1. Exists prior to an individual's performance (not to be confused with work related service),
  2. Is based on predetermined objective standards, and
  3. Is subject to a stated maximum amount

Examples of an award are as follows: recognition for some sort of special achievement, special skill, special acknowledgment, special recognition, or an award in a contest.

Steps for Processing a Monetary Awards Payment Request

Procedure for Routing a Monetary Award Payment Request

Nonmonetary awards should also meet the definition of a University Award:

Awards must result from a contractual obligation (enrolled in, entered in, participated in, etc.) of the following criteria:

  1. Exists prior to an individual's performance (not to be confused with work related service),
  2. Is based on predetermined objective standards, and
  3. Is subject to a stated maximum amount

Examples of an award are as follows: recognition for some sort of special achievement, special skill, special acknowledgement, special recognition, or an award in a contest.

Nonmonetary award items such as a graduation cord, trophy, plaque, or name plate that is under $25, can be purchased without additional review or the use of USM Foundation funds or Office of Research Administration (Grants).

In the event you are awarding any recipient a nonmonetary items such as diploma frames, photo frames, or extravagant award items with a cost above $25, additional approval is required and the award payment must be processed using:

Please contact Tax Compliance (6-4102) before the purchases of these items.

Honorarium - "gratuitous payments given to a professional persons for services for which fees are not legally or traditionally required and no invoice is presented for payment."  This is not an appropriate payment for an employee.  Non-employee payments are processed through Accounts Payable (AP)

Stipend - is a wage payment that is not subject to FICA.  It is similar to an award in nature.  However, there is a service requirement for this type of payment.  When stipend payments are paid from a grant, the grant will state the nature, the extent, and the substance of the "work" requirement which will determine the processing department, Human Resources(HR)/Student Employment(SE) or Accounts Payable(AP).  When stipend payments are paid from a designated account, documentation must be provided to determine which department should process the payment.

Either HR/SE or AP.  Without documentation, stipend payments should be processed by definition and through the HR departments.

Contact Us

Office of the Controller
Bond Hall 230
118 College Drive #5143
Hattiesburg, MS 39406

Hattiesburg Campus

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Email
controllersofficeFREEMississippi

Phone
601.266.4084