Gift Cards or Prepaid VISA cards are considered cash by the IRS. Gift Cards, including electronic gift cards, or Prepaid VISA cards should only be issued to Research Subjects or as prizes to incent participation in UWM events/surveys/workshops
UW System policy Policy 330 – Prizes, Awards and Gifts
Gift Cards or Prepaid VISA cards may be purchased on the Pcard provided preapproval is obtained from the school, college or division business office by utilizing the Spend Authorization with the business purpose of Gift Cards.
The Spend Authorization and Disbursement Log must be submitted with the expense report.
Gift Cards or Prepaid VISA cards purchased with the Pcard are limited to increments of $50 or less. Submit requests for Gift Card greater than $50 each through ShopUW+.
Note: Employees ARE NOT to purchase any Gift Cards or prepaid VISA cards using a T-Card or Personal Funds, and seeking reimbursement after the fact will be denied.
There is no contracted or preferred provider of gift cards – departments may chose any provider that meets the programmatic needs. Similarly, Prepaid VISA cards may be obtained from any provider, including the State’s financial services provider, US Bank. Departments should ensure they understand any limits, fees, or declining balance considerations when purchasing gift cards or prepaid VISA cards.
Gift Cards (Spend Auth Only)
A spend authorization requesting authorization to purchase gift cards is required for all campuses.
– Gift Card Recipient Log Forms and Publications.
The spend authorization must include:
– Purpose of the gift card purchase
– Explain how the distribution of gift cards will benefit the University
– Vendor name
– Quantity of cards requested
– Dollar amount of each card
Determine Business Purpose & Documentation in Spend Authorizations