Non-Payroll Student Payments (i.e., awards, stipends, and reimbursements) are processed through the Workday task Create Expense Expense Report for Non-Worker.
Note: Stipend and award payments to nonresidents are subject to taxability assessment.
Awards
Student awards are recognitions granted to students for various achievements and merits. Under IRS rules, student awards are 1099 reportable. When submitting a student award in Workday, please ensure the Accounts Payable - Award Payment Request form is completed and submitted with your award payment request.
Stipends
Student Stipends are distinct from student awards and usually follow the guidelines established by HR’s Student Employment Office. When submitting a stipend request in Workday, please ensure the following forms are completed and attached:
- Accounts Payable's Student Stipend / Payment Authorization Form
- Student Employment’s Student Stipend Eligibility Determination Form
Please ensure the Student Stipend Taxability Notice is also shared with the stipend recipient.
Reimbursements
Student reimbursements are for expenses incurred by students out-of-pocket for university business-related activities. Please ensure you have submitted the signed and completed Business Expense Form with your student reimbursement request. Since the reimbursement process for students is not self-service, we must have an audit mechanism to prove a student was given the opportunity to review and authorize their reimbursement. The Business Expense Form achieves this end by satisfying this business process component.