Other Payments
Reimbursements – Travel and Other
A travel reimbursement, meal per diem, or other expense reimbursement payment made
to an individual traveling or conducting business on behalf of the University should
be made under the
University’s Travel and Expense Manual [PDF] guidelines. The department
making the payment should determine whether the individual is incurring the expenses
primarily for university business or primarily for the benefit of the individual.
Reimbursements where the University is the primary beneficiary, with a valid business
purpose, and for which support for the business expense is provided timely are
not reportable nor taxable to the individual as long as the University’s Accountable
Plan rules are followed and may be paid through MyExpenses as a reimbursement.
Funds provided for travel or for items provided where the individual is the primary beneficiary and when the funds are provided to the individual as a student in pursuit of the individual’s education, additional steps must be taken to determine if the payment is considered OFA. This would include prepaid lump sum amounts for travel and/or reimbursements made following the trip.
Factors to consider:
- Is the individual an employee?
- If “Yes” to #1, is the travel related to the employee’s employment? (For example: A conference where the subject matter is directly related to the individual’s employment position.)
- If the answers to questions #1 & #2 are both yes, then the travel would be considered a business expense with the University being the primary beneficiary and the payment can be processed through MyExpenses.
- Scenario #1: The student paid, out of pocket, the expenses for the travel. After the travel occurs, the department may collect receipts and reimburse the student for expenses incurred, up to the exact cost of the documented expenses. This includes mileage and meal per diems as described in the accountable plan rules for reimbursement found in the University Travel and Expense Manual [PDF]. Mileage may be reimbursed at a flat rate per mile, but parking, tolls, and taxi fare must have receipts. This reimbursement is not considered OFA and does not need to be included in the student’s financial aid offer nor reported as additional gift aid on the student’s Form 1098-T. Any reimbursement exceeding the value of the itemized receipts must be included as OFA in the financial aid offer and reported on the student’s Form 1098-T. SFS and Tax does not need to be included in this transaction unless the value of the reimbursement exceeds the value of itemized receipts. The department must maintain all receipt documentation and will be required to produce it in case of an audit.
- Scenario #2: Before the student travels, the department may elect to pay the cost of the travel on behalf of the student, directly to the vendor. Examples include purchasing the airline ticket, hotel room, conference fees directly from the vendor. No money is ever given to the student directly. This is not considered OFA and does not need to be included in the student’s financial aid offer nor reported as additional gift aid on the student’s Form 1098-T. SFS and Tax does not need to be included in this transaction.
- Scenario #3: The department may give the student a lump sum payment to help offset travel expenses. This stipend is not based on itemized receipts. Traditionally this occurs before the student travels, though not exclusively. This is considered OFA and must be included in the student’s financial aid offer and reported as additional gift aid on the student’s Form 1098-T. Because the COA cannot be increased, the additional payment may result in a reduction of other financial aid. Requests should be sent to SFS.
Awards/Prizes
Awards and prizes provided to WVU students are generally considered additional gift
aid. In addition to the standard payment procedures,
departments conferring such gifts are responsible for notifying both SFS and Tax
and must include the following information: the type of gift, the value of the
gift, the student's name, and WVU ID. The award/prize must be reported to SFS and
Tax Services regardless of whether
the award/prize takes the form of cash or non-cash items (e.g., electronic devices,
laptops, iPads). Awards and prizes are considered additional gift aid if the gift
is restricted to students (including both WVU students and students enrolled at
other educational institutions).
Gift cards are considered another form of cash similar to cash or check payments. All gift cards issued must be reported to Tax on a quarterly basis as part of the required quarterly housing and gift card request. Tax will share gift card information with SFS.
Award or prize payments paid to any foreign national student is potentially subject to ATAX for those who are considered a non-resident alien for income tax purposes. Also, payments to foreign national individuals who are not a WVU student can be considered a violation of status depending on the payment. Departments should contact Tax Services before awarding either a WVU student or a non-WVU student who is a foreign national individual an award or prize to ensure that the individual is eligible to receive the payment without violation of their Visa status and/or to determine if the payment would be subject to ATAX.
WVU Foundation
Payments made using WVU Foundation funds should follow the same guidelines outlined
above with compensatory stipend payments paid through the University payroll system;
non-compensatory stipend payments to WVU students paid through the student’s Banner
account; and non-compensatory stipend payments to non-WVU students paid through
Mountaineer Marketplace. Stipend payments should not be made directly to the individual
by the Foundation without prior approval from Tax and SFS.
Human Subject Payments
Human subject payments are not considered a type of stipend regardless of whether
the individual is a WVU student or an employee. Human subject payments are not
reportable for financial aid purposes.
For tax purposes, human subject payments are considered additional income by the IRS regardless of the dollar amount paid, the individual’s status (employee, student, or neither), and are potentially reportable by the University as Other Income in Box 3 on Form 1099-MISC if reporting thresholds are met.
Pre-Paid Cards
Pre-paid cards are not permitted as a form of payment for any type of stipend including
student travel.
Student Athlete Travel Per Diem
Pre-paid cards are permitted for per-diem for student athletes traveling to a sporting
event where they are representing the University. Standard per diem rates and accountable
plan rules apply and must be followed. All student athlete per diems must be reported
by the Athletic Department to both SFS and Tax on a quarterly basis.
Student Athlete NCAA Student Assistance Fund
All payments made to or on behalf of a student athlete from the NCAA Student Assistance
Fund must be reported by the Athletic Department to both SFS and Tax on a quarterly
basis. All payments made from the Student Assistance Fund, including payments for
permanent total disability (PTD) and loss of value (LOV) insurance are subject
to review by SFS and Tax and potentially considered OFA and/or tax reportable.
Gift Cards
Gift cards are considered another form of cash similar to cash or check payments.
Gift cards are not a recommended payment for stipends, but if used, must be preapproved
through the Stipend Approval Process as described in “Section 3 Procedure” above
and will be treated under the appropriate stipend category based on the reason
for issuing the gift card. All gift cards issued must be reported by the department
on a quarterly basis as part of the required quarterly housing and gift card request
from Tax Services. Tax Services will share gift card information with SFS.
Non-Employment Compensatory Stipend Payments
In rare circumstances stipend payments may be made that are for services rendered
to the University and for which the University would be the primary beneficiary
of any work product produced with any benefit to the individual being incidental
but for which the situation would not be considered employment. In these situations,
the payment should be made through Mountaineer Marketplace as a vendor payment.
All such payments to individuals require an Independent Contractor Determination form to be submitted and approved before work starts. A Form 1099-NEC,
Nonemployee Compensation, will be issued to report payments made to approved
independent contractors when the total payments equal or exceed a specified threshold,
currently $600 during a calendar year.
Non-employment compensatory stipend payments paid to any foreign national individual are potentially subject to ATAX for those who are considered a non-resident alien for income tax purposes. Additionally, payments to foreign national individuals who are not a WVU employee or student can be considered a violation of status depending on the payment. Departments should contact Tax Services prior to the commencement of any work by a non-WVU foreign national individual to ensure that the individual is eligible to receive the payment without violation of their Visa status and/or to determine if the payment would be subject to ATAX.