Gift Card Guidance

DISTRIBUTION

This section is under construction. Check back for updates.

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