Departmental Steps for Gift Card Purchases

 

 

Gifts cards may be purchased for approved research projects. Purchase of gifts for workshop door prizes, awards, and for gifting is prohibited. 

 

Departmental Steps for Gift Card Purchases:

 

Gift card purchases to be charged to a Contract or Grant MUST complete the following steps:

 

    1. Obtain Institutional Research Board (IRB) Approval.

    2. Complete the Gift Card Purchase Request Form.

    3. Submit the giftcard_purchase_request_form.xlsx including the IRB Approval Form to the Office of Research and Administration (ORA) Box # 5157.

    4. ORA will review and provide signature approval on the Purchase Request Form and forward the purchase request information to Procurement Box # 5003.

    5. Email notification will be sent by Procurement once the purchase has been approved.

    6. Purchase can be made by using a Pcard or with Personal Funds to be reimbursed.

    7. The department is responsible for keeping a giftcard_log-1.xlsx when gift cards are distributed. All gift card logs must be submitted to Tax Compliance Box #5413.

    8. When entering purchase information for gift cards purchased with Pcard, upload the approved purchase request with itemized receipts for purchasing gift cards in SOLVIT.  Contract Procurement with any questions on Step 8 at 6-4131.

    9. When purchases are made with personal funds, complete an Employee Reimbursement Voucher and attach a copy of the approved purchase request form along with original receipts and submit to Accounts Payable Box #5104.  Contact Procurement with any questions on Step 9 at 6-4131.

    10. All gift card logs should be sent monthly to Tax Compliance at Box #5143.

 

 

 

Gift card purchases to be charged to Designated (DE) Budget or Educational and General (E&G) Budget MUST complete the following steps:

 

  1. Obtain Institutional Research Board (IRB) Approval.

  2. Complete the Gift Card Purchase Request Form.

  3. Submit the giftcard_purchase_request_form.xlsx including the IRB Approval Form to Procurement Box #5003.

  4. Procurement will review and provide signature approval on the Purchase Request Form.

  5. Email notification will be sent by Procurement once the purchase has been approved.

  6. Purchase can be made by using a Pcard or with Personal Funds to be reimbursed.

  7. The department is responsible for keeping a giftcard_log-1.xlsx when gift cards are distributed. All gift card logs must be submitted to Tax Compliance Box #5413.

  8. When entering purchase information for gift cards purchased with Pcard, upload the approved purchase request with itemized receipts for purchasing gift cards in SOLVIT.  Contract Procurement with any questions on Step 8 at 6-4131.

  9. When purchases are made with personal funds, complete an Employee Reimbursement Voucher and attach a copy of the approved purchase request form along with original receipts and submit to Accounts Payable Box #5104.  Contact Procurement with any questions on Step 9 at 6-4131.

  10. All gift card logs should be sent monthly to Tax Compliance at Box #5143.

 

 

 

              

 

 

 

              

 

 

 

  **Any gift cards that are not distributed to participants at the end of a grant should be returned to the store of purchase for credit.  A copy of the return receipt should be attached to final log and sent to OBTC.  Any gift cards not returned for credit will be added to the income of the PI and reported on his or her W-2**