Let's Discuss Payments to Students
From competition prizes to student recognition awards, the information on this page equips departments with the essential information needed to ensure payments to students are administered correctly.
What You'll Find Here
Types of Payments to Students
Clear definitions and examples of the payment types students may receive.
Processing Guidelines
Appropriate procedure for handling each kind of payment.
Potential Tax Considerations
Key considerations regarding potential tax implications associated with specific payment types.
| PAYMENT ACTIVITY | DEFINITION | VALUE | COA INCREASE | PAYMENT PROCESS | POTENTIAL TAX REPORTING IMPLICATIONS |
|---|---|---|---|---|---|
| Department Scholarships | Merit or need-based | Any Value | No | Submit request through SFS Department Awarding Portal or SIS SAFM | 1098-T, 1042-S (Foreign National Tax) |
| Academic Prizes | Recognition for achievements in academic or research activities | >$100 | No | Submit request through SFS Department Awarding Portal | 1098-T, 1042-S (Foreign National Tax) |
| ≤$100 | No | Submit through UVAFinance (Payments & Expensing: T&E Card, Blackhawk Network, Supplier/Payee Invoice) | 1099-MISC, 1042-S (Foreign National Tax) | ||
| Participation Prize - open only to students | Given for participating in competition, raffle, or as an incentive to engage in an activity | >$100 | No | Submit request through SFS Department Awarding Portal | 1098-T, 1042-S (Foreign National Tax) |
| ≤$100 | No | Submit through UVAFinance (Payments & Expensing: T&E Card, Blackhawk Network, Supplier/Payee Invoice) | 1099-MISC, 1042-S (Foreign National Tax) | ||
| Gifts and Recognition Awards | Given as gesture of goodwill, including monetary payments and tangible items | >$100 | No | Submit request through SFS Department Awarding Portal | 1098-T, 1042-S (Foreign National Tax) |
| ≤$100 | No | Submit through UVAFinance (Payments & Expensing: T&E Card, Blackhawk Network, Supplier/Payee Invoice) | 1099-MISC, 1042-S (Foreign National Tax) | ||
| Emergency Funds | Short-term assistance for unforeseen financial emergencies; must be for allowable COA expense | Any Value | Yes | Student submits request through Hoo Needs Help | 1098-T, 1042-S (Foreign National Tax) |
| Participation Prize - open to public | Given for participating in competition, raffle, attending an event, or as an incentive to engage in an activity | Any Value | N/A | Submit through UVAFinance (Payments & Expensing: T&E Card, Blackhawk Network, Supplier/Payee Invoice) | 1099-MISC, 1042-S (Foreign National Tax) |
| IRB-Approved Research Participant Incentives | Provided to participants in IRB-approved research studies | Any Value | N/A | Submit through UVAFinance (Payments & Expensing: T&E Card, Blackhawk Network, Supplier/Payee Invoice) | 1099-MISC (If above IRB approved threshold) |
| Research Grant - During Terms of Enrollment | Given to support student-driven, scholarly projects that are typically conducted under the mentorship or guidance of a faculty member. See Payments to Students Guide for eligibility requirements. | Any Value | Yes - Only for approved, eligible costs (outside of what is included in the COA) | Submit request through SFS Department Awarding Portal or SIS SAFM | 1098-T, 1042-S (Foreign National Tax) |
| Travel Grant - During Terms of Enrollment | Given to students traveling to participate in academic or professional experiences that enhance their learning, skill development, research activity, and career readiness. See Payments to Students Guide for eligibility requirements. | Any Value | Yes - Only for approved, eligible costs | Submit request through SFS Department Awarding Portal or SIS SAFM | 1098-T, 1042-S (Foreign National Tax) |
Payments to Students Guide
This guide includes detailed information about the student payment types listed above and also provides background information, definition of terms, and payment processes related to payments to students.