Gift cards are allowable under UW System Administrative Policy 330, “Prizes, Awards, and Gifts,” but with limitations
- Purpose:Gift cards are primarily for research subjects or as prizes for events/workshops/surveys, not as general gifts or employee compensation.
- Employee Restrictions:Gift cards should not be given to UW employees, except in rare cases where their participation is incidental to the reason for the gift card.
- Nonresident Alien Restrictions:Gift cards cannot be given to Nonresident Aliens (NRAs) due to tax regulations; payments must be processed through a Payment to Individual Report (PIR) or Direct Payment (DP)
- Purchase Limits:Gift card purchases on a PCard are limited to $50 or less per card. Larger amounts require Workday Request
- Pre-Approval:Pre-approval is required for all gift card purchases, regardless of the funding source. This involves submitting a Gift Card Approval Form to the Divisional Business Office.
- Documentation:Detailed documentation is required, including the Gift Card Recipient Log, vendor receipts, and approval forms
- Gift Card Log