Purchasing: Policies & Procedures
Gift Card & Gift Certificate Purchases
Approval Date: June 18, 2007 | Effective Date: June 18, 2007
I. Purpose:
To define and properly document the purchase and distribution of gift
cards and gift certificates that were purchased using university or grant funds.
II. Definition:
-
Gift cards/gift certificates may not exceed fifty dollars ($50), unless approved by the appropriate Vice Chancellor or Provost.
-
They may be given for awards or recognition programs such as, retirement events, employee recognition events, outstanding achievement, or length of service, participation in various studies.
-
No State funds may be used to purchase these cards.
-
Gift cards/gift certificates may not be used as a form of honoraria for employees. These types of payments must be processed through the payroll system.
-
When gift certificates are being purchased with grant funds, the following criteria must be met: (1) the gift certificate is for research participant incentive payments only and (2) costs for research participant incentive payments are included in the researcher's grant budget and allowable by the terms and conditions of the specific grant.
III. Procedure:
The following information will be required:
-
Purchaser's Name
-
Purchaser's Department
-
Purchaser's Signature
-
Vendor Name (where gift cards/gift certificates are to be purchased)
-
Date and Amount
-
Description of what's going to be purchased (i.e., specific store cards or shopping center gift certificates)
-
Description of the intent for use (i.e., a grant's study, recognition of student employee of the month, recognition for retirement)
-
Appropriate authorized signature and date
-
Original itemized purchase receipt must be attached upon purchase
-
This form must be attached to the appropriate documentation for payment (PCard statement or BANFIN 32)
IV. Departmental Documentation
1. Proof of original purchase and authorization form must be kept on file with the appropriate
method of payment (i.e., pcard statement, BANFIN 32, etc.)
2. Copies of the completed disbursement log must be kept on file with the appropriate
method of payment in the department or with the PI
3. At all times the total of the undistributed gift cards/gift certificates and the disbursement
log must equal the total of all gift cards/gift certificates purchased.
4. When a gift card/gift certificate is distributed, the person receiving the certificate and the
person issuing the certificate must sign the disbursement log with the following
information:
-
Enter the appropriate PCxxxxxxx number from the PCWS transaction on the form (if purchased with a PCard)
-
Name or Tracking ID (Grant Funds) of person receiving certificate
-
Amount of the certificate
-
Signature or Tracking ID(Grant Funds) of the person receiving the certificate
-
Date received
-
Serial number or certificate number (if available)
-
Signature of the administrator issuing the certificate and date
-
Total amount disbursed
|
