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Indiana University Bloomington

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Competition Award Disbursements

All competition awards must be processed through the SIS system.  Non-IU student competition awards will still be processed on a Disbursement Voucher. Please follow the procedures outlined below. 

  1. As soon as a department is aware that they will be hosting a competition, they should notify the Business Office so that any needed accounts or sub-accounts can be set up.  The Business Office will also need to request an item type from the campus if one is not already active from a prior year.  Item types can take up to 6 weeks to be created and ready for use.
  2. Once the competition has taken place, a departmental faculty or staff member must complete and submit the Request For Competition Award Disbursement form to Janelle Anderson in the Business Office (CG 3023).  Please do not have students collect this information as it may contain sensitive information and should be kept securely until it is submitted to the Business Office.  Tax forms (W9 and W8BEN) no longer need to be collected for Indiana University students who are competing in a competition.
  3. For any Non-IU recipients, awards will be processed on a Disbursement Voucher in KFS.  The department will need to collect tax forms, immigration documentation if international, and provide a copy of a notification letter for each recipient: 
    • For each Non-IU recipient, please submit either a W-9 (Domestic/U.S. Citizen) or a W-8BEN (International) and a copy of a notification letter (can be via email) that was sent directly to the recipient.  These will be processed through KFS on a Disbursement Voucher.  The recipients will receive a check through postal mail at the address that they indicate on the tax form. The notification letter is used as backup documentation to be attached to the DV. This notification is required by FMS for approval.

      For Non-IU International recipients, immigration documentation must also be provided:  The faculty or staff member who is collecting the above tax documentation should also collect immigration documentation (copy of passport with stamp or I-94).  This is used to determine amount of taxes that will be deducted from the recipient's prize (up to approx. 30%).

      W-9: http://www.fms.indiana.edu/tax/forms/W9_Alternative.pdf
      FMS will not accept forms that do not include name, address, ownership status, SSN, and signature.

      W-8BEN: http://www.irs.ustreas.gov/pub/irs-pdf/fw8ben.pdf
      Please advise recipients completing the W-8BEN that they should include both their international address in Part 4 and their local address in Part 5. FMS will not accept the forms without both addresses included

      **Please Note:  Completed W9, W-8BEN, or immigration documentation should never be submitted or forwarded via email.

If you have any questions about this process, please contact Janelle Anderson in the Business Office at 855-9071 or jrander3@indiana.edu.