9810.1 Applicability
This Policy applies to:
- All Faculty, Staff, Student Organizations, and all members of the campus community using sponsor or internal funding and utilizing the University's accounting processes, procurement cards, and/or university systems.
- All University funds including, but not limited to, Education & General, unrestricted, restricted, research, foundation, auxiliary, and agency/fiduciary funds.
- As used in this Policy, the term "Gift Card" refers to any of the following: plastic gift cards (restaurant or store), paper gift certificates, virtual/electronic gift cards, on-campus gift cards or WrightOne Card deposits, and/or commercial (e.g.) Visa, Mastercard, American Express gift cards, money-orders, purchased gifts, and bearer checks.
9810.2 Policy
The purchase and use of Gift Cards are limited to the following activities (in furtherance of official University business) and require prior written authorization from the Controller:
- Payments to human research subjects (subject to IRB protocols and applicable policies);
- Prizes or drawings for students or employees attending events or programs sponsored by the University or a University-affiliated student or employee organization.
Gifts may only be purchased in accordance with applicable University Policies, including but not limited to Policy No. 9130.7 (Expenditure Guidelines; Disallowable Expenditures).
Reimbursement for Gift Cards purchased with personal funds is prohibited.
Users are responsible for complying with all applicable federal and state guidance regarding taxability and reporting of Gift Cards (See Procedures).
Gift Cards must not be ordered in excess of the known distribution count for the approved study or event. If unissued Gift Cards remain at the end of the approved study or event, the cost will be transferred to the sponsoring unit, and they become unit property.
Sponsors are responsible for the physical security of unissued Gift Cards.
9810.3 Accountability, Liability, and Violations
Units that choose to utilize Gift Cards are responsible for ensuring that recipients are eligible to receive payment in accordance with the applicable tax and immigration-related authorities.
A Principal Investigator, Chair, and/or Unit Leader who approved the acquisition, issuance, or usage of Gift Cards agrees to be personally and financially responsible for any expenditures that violate this Policy or related procedures, including in the University's discretion through payroll deduction.
Improper procurement, authorization, usage, and/or distribution of Gift Cards may result in personal financial responsibility to university-affiliated sponsoring individuals. Sponsors are encouraged to read this Policy carefully.
Additionally, violations of this Policy or related procedures may result in disciplinary action up to and including dismissal (for students) or termination of employment (for employees) and could result in referral to external authorities in appropriate circumstances.
9810.4 Procedures Authorized
The Controlled is authorized to develop and enforce procedures to discharge their responsibilities under this Policy, and to enforce it. Procedures shall be consistent with the provisions of this Policy, and linked in the "Resources" section below.
Resources: