How do I expense gift cards?

Gift cards must be purchased using a T&E Card. University employees are not allowed to purchase gift cards with personal funds and seek reimbursement. Gift cards are taxable at any amount. Please use the expense items Employee Award Taxable, Gift Card Non-Employee, or Human Subject Payments (whichever is appropriate). For Medical Center or UPG Employees who have received gift cards, please use the expense item Employee Award Taxable.

If gift cards are being distributed to students, please seek approval from Student Financial Services prior to distribution. For students who have received gift cards, please use the expense item Gift Card Non-Employee.

All gift cards to non-employees must be tracked with First Name, Last Name, Address, SSN, and the amount of the gift card, and submitted to Accounts Payable by no later than December 31st each year. Accounts Payable will provide a secure method for submitting this information. Please do not send via email.