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Gift cards for any amount are disallowed for employees. No exceptions. Physical Gift Cards should be kept under lock and key at all times to ensure proper physical security and to protect from theft and loss. Access to the gift cards and keys to the lock areas should be limited to the individual(s) responsible for safekeeping of the gift cards. Gift cards may be purchased in the following ways:A. Tango Cards (preferred method) via PORefer to Using Tango Card for Research Participant Compensation (PDF) for guidance. Departments must retain at the departmental level the following required reconciliation documentation. Documentation is subject to review and must be provided upon request for auditing purposes. B. ProCardRefer to HBP 9.1.7.C and HBP 9.1.7.J for guidance. For ProCard reconciliation, make sure all Individual Receipt Form(s) or Multiple Participant Receipt Form and a completed Summary Reconciliation Sheet are submitted in your monthly documentation. If all gift cards haven't been given out by the time the ProCard needs to be reconciled then provide a copy of the receipt and a memo with the PI’s signature with the following details: research study name and agreeing to provide the required documentation that is subject to review for auditing purposes. C. Cash Advance Refer to HBP |
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Gift cards may be purchased in the following ways:A. Tango Cards (preferred method) via PORefer to Using Tango Card for Research Participant Compensation (PDF) for guidance. Departments must retain at the departmental level the following required reconciliation documentation. Documentation is subject to review and must be provided upon request for auditing purposes. B. ProCardRefer to HBP 9.1.7.C and HBP 9.1.7.J for guidance. For ProCard reconciliation, make sure all Individual Receipt Form(s) or Multiple Participant Receipt Form and a completed Summary Reconciliation Sheet are submitted in your monthly documentation. If all gift cards |
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PURCHASINGhaven't been given out by the time the ProCard needs to be reconciled then provide a copy of the receipt and a memo with the PI’s signature with the following details: research study name and agreeing to provide the required documentation that is subject to review for auditing purposes. C. Cash Advance Refer to HBP |
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Gift cards may be purchased in the following ways:A. Tango Cards (preferred method) via PORefer to Using Tango Card for Research Participant Compensation (PDF) for guidance. Departments must retain at the departmental level the following required reconciliation documentation. Documentation is subject to review and must be provided upon request for auditing purposes. B. ProCardRefer to HBP 9.1.7.C and HBP 9.1.7.J for guidance. For ProCard reconciliation, make sure all Individual Receipt Form(s) or Multiple Participant Receipt Form and a completed Summary Reconciliation Sheet are submitted in your monthly documentation. If all gift cards haven't been given out by the time the ProCard needs to be reconciled then provide a copy of the receipt and a memo with the PI’s signature with the following details: research study name and agreeing to provide the required documentation that is subject to review for auditing purposes. C. Cash Advance Refer to HBP |
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Gifts and awards should follow the Gift and Awards Policy outlined in HBP 9.1.8. OOEFs are not required for these types of expenses. GIFTS FOR EMPLOYEES Cash Awards: -must be processed as a One Time Payment through Payroll. -state accounts are prohibited from paying awards. -requires an award letter that includes the award name, selection criteria, frequency, amount of award, and account number that is approved by the Dean. Merchandise (non-cash): -exceeding $50 will be considered taxable income. -inscriptions reduce the value of an item to $0. -tax exemption certificate must be provided to vendor. Gift Certificates and Gift Cards: -PROHIBITED GIFTS FOR STUDENTS Cash Awards: -state accounts are prohibited from paying awards. -awards for public competition require contest flyer and/or website printout, list of winners, and award amounts. Merchandise (non-cash): -exceeding $50 will be considered taxable income and require documentation of recipient's permanent mailing address and Social Security number for issuance of 1099-MISC form. -inscriptions reduce the value of an item to $0. -tax exemption certificate must be provided to vendor. Gift Certificates and Gift Cards: -may not be awarded for job performance. -exceeding $50 will be considered taxable income and require documentation of recipient's permanent mailing address and Social Security number for issuance of 1099-MISC form. GIFTS FOR NON-EMPLOYEES Cash Awards: -state accounts are prohibited from paying awards. -awards for public competition require contest flyer and/or website printout, list of winners, and award amounts. Merchandise (non-cash): -exceeding $50 will be considered taxable income and require documentation of recipient's permanent mailing address and Social Security number for issuance of 1099-MISC form. -inscriptions reduce the value of an item to $0. -tax exemption certificate must be provided to vendor. Gift Certificates and Gift Cards: -may not be awarded for job performance. -exceeding $50 will be considered taxable income and require documentation of recipient's permanent mailing address and Social Security number for issuance of 1099-MISC form. |
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If the gift card process is insufficient for your needs, consider the following alternatives:
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DISTRIBUTION
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This section is under construction. Check back for updates.
AWARDS Anchor giftcardawards giftcardawards
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Employee:
Gift cards may never be awarded to employees under any circumstances.
Non-Employee:
Awards are given to recognize a person or group, including companies, student groups, universities and other organizations, for their merits or contributions to The University of Texas at Austin. The following documentation is required:
- FA Gift Card Approval Form
- FA Gift Card Log Form for awards <$50* or FA Gift Card Reporting Form for awards >$50*
Steps
- Fill out FA Gift Card Approval Form
- Once approved, purchase gift card(s).
- For awards <$50*, fill out the FA Gift Card Log Form or for awards >$50*, fill out the FA Gift Card Reporting Form
- Distribute gift card(s) to awardee(s)
- Send Finance and Administration all the supporting documentation collected for records retention:
- Approved FA Gift Card Approval Form
- Receipt or invoice of the gift card purchase
- FA Gift Card Log Form or FA Gift Card Reporting Form(s)
Students:
A gift card can only be awarded to a student who is also an employee if the gift card is awarded based on their role as a student, and it must be awarded in accordance with the non-employee award policy. Gift cards are disallowed for student employees if the award is based on their role as an employee.
- FA Gift Card Approval Form
- FA Gift Card Log Form for awards <$50* or FA Gift Card Reporting Form for awards >$50*
Steps
- Fill out FA Gift Card Approval Form
- Once approved, purchase gift card(s). See options below.
- For awards <$50*, fill out the FA Gift Card Log Form or for awards >$50*, fill out the FA Gift Card Reporting Form
- Distribute gift card(s) to awardee(s)
- Send Finance and Administration all the supporting documentation collected for records retention:
- Approved FA Gift Card Approval Form
- Receipt or invoice of the gift card purchase
- FA Gift Card Log Form or FA Gift Card Reporting Form(s)
ALTERNATIVES Anchor giftcardalternatives giftcardalternatives
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- Licensed Items at UT-Coop that could be purchased with ProCard
- UT items from Document Solutions payable via IDT account
- Extra promo items (if available) from Admissions recruitment staff
- Work with EM-Communications team to produce customized items
- With required OOEF: Direct billing with Cornucopia Popcorn or Freytag's Florist