KMB Gift Card Guidance

GIFT CARD POLICY

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.

RESEARCH 

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PURCHASING

Gift cards may be purchased in the following ways:

A. Tango Cards (preferred method) via PO

Refer 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.

1. 1. 1. Individual Receipt Form or Multiple Participant Receipt Form
      2. Summary Reconciliation Sheet

B. ProCard

Refer 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

DISTRIBUTION

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AWARDS

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:

1. FA Gift Card Approval Form
   1. Gift Card Approval Form guidance
2. FA Gift Card Log Form for awards <$50* or FA Gift Card Reporting Form for awards >$50*

Steps

1. Fill out FA Gift Card Approval Form
2. Once approved, purchase gift card(s).
3. For awards <$50*, fill out the FA Gift Card Log Form or for awards >$50*, fill out the FA Gift Card Reporting Form
4. Distribute gift card(s) to awardee(s)
5. Send Finance and Administration all the supporting documentation collected for records retention:
   1. Approved FA Gift Card Approval Form
   2. Receipt or invoice of the gift card purchase
   3. 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.

1. FA Gift Card Approval Form
   1. Gift Card Approval Form guidance
2. FA Gift Card Log Form for awards <$50* or FA Gift Card Reporting Form for awards >$50*

Steps

1. Fill out FA Gift Card Approval Form
2. Once approved, purchase gift card(s). See options below.
3. For awards <$50*, fill out the FA Gift Card Log Form or for awards >$50*, fill out the FA Gift Card Reporting Form
4. Distribute gift card(s) to awardee(s)
5. Send Finance and Administration all the supporting documentation collected for records retention:
   1. Approved FA Gift Card Approval Form
   2. Receipt or invoice of the gift card purchase
   3. FA Gift Card Log Form or FA Gift Card Reporting Form(s)

ALTERNATIVES

• 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