{"id":1350,"date":"2024-05-28T11:59:15","date_gmt":"2024-05-28T16:59:15","guid":{"rendered":"https:\/\/uwm.edu\/purchasing-payables\/?post_type=p2presources&#038;p=1350"},"modified":"2026-09-03T14:44:27","modified_gmt":"2026-09-03T19:44:27","slug":"gift-card-purchase-pcard","status":"publish","type":"p2presources","link":"https:\/\/uwm.edu\/purchasing-payables\/p2presources\/gift-card-purchase-pcard\/","title":{"rendered":"Gift Card Purchase (PCard)"},"content":{"rendered":"\n<p class=\"size-p-lg wp-block-paragraph\">Gift cards are allowable under UW System Administrative Policy 330, &#8220;Prizes, Awards, and Gifts,&#8221; but with limitations<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Purpose:<\/strong> Gift cards are primarily for research subjects or as prizes for events\/workshops\/surveys, not as general gifts or employee compensation.\u00a0<\/li>\n\n\n\n<li><strong>Employee Restrictions:<\/strong> 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.\u00a0<\/li>\n\n\n\n<li><strong>Nonresident Alien Restrictions:<\/strong> Gift cards cannot be given to Nonresident Aliens (NRAs) due to tax regulations;\u00a0payments must be processed through a Payment to Individual Report (PIR) or Direct Payment (DP)<\/li>\n\n\n\n<li><strong>Purchase Limits:<\/strong> Gift card purchases on a\u00a0PCard are limited to $50 or less per card.\u00a0Larger amounts require a Workday Request by a SIR.<\/li>\n\n\n\n<li><strong>Pre-Approval:<\/strong> Pre-approval is required for all gift card purchases, regardless of the funding source.\u00a0This involves submitting a Spend Authorization with the business purpose of Gift Cards.<br><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/151633\">Determine Business Purpose &amp; Documentation in Spend Authorizations<\/a><\/li>\n\n\n\n<li><strong>Documentation:<\/strong>Detailed documentation is required, including the Gift Card Recipient Log, vendor receipts, and spend authorizaiton attached to an expense report.<br><span style=\"font-family: &quot;Open Sans&quot;, sans-serif;font-size: 10pt;white-space: normal\">&#8211;<a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/152828\"> Gift Card Recipient Log<\/a> (if all cards have already been dispersed) found on the Workday Website <\/span><a style=\"font-size: 10pt;white-space: normal;text-decoration: none\" href=\"https:\/\/www.wisconsin.edu\/travel\/workday-expense\/workday-guides-and-forms\/#workday-expense-forms\" target=\"_blank\" rel=\"noopener\">Forms and Publications.\u00a0<\/a><p style=\"min-height: 1px;white-space: normal;margin: 0in;line-height: 18.56px;font-size: 12pt;font-family: Aptos, sans-serif\">\u00a0<span style=\"font-size: 10pt;line-height: 15.4667px;font-family: &quot;Open Sans&quot;, sans-serif\">&#8211; Pertaining documentation to justify purchasing of gift cards.<\/span>\u00a0<span style=\"font-size: 10pt;line-height: 15.4667px;font-family: &quot;Open Sans&quot;, sans-serif\">The spend authorization must include:\u00a0&#8211; Purpose of the gift card purchase\u00a0&#8211; Explain how the distribution of gift cards will benefit the University\u00a0&#8211; Vendor name\u00a0&#8211; Quantity of cards requested\u00a0&#8211; Dollar amount of each card<\/span><\/p>.<\/li>\n\n\n\n<li><a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/purchasing-card-compliance-policy\/\">Purchasing Card Compliance Policy<\/a><br><br><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/151633\">Determine Business Purpose &amp; Documentation in Spend Authorizations<\/a><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Gift cards are allowable under UW System Administrative Policy 330, &#8220;Prizes, Awards, and Gifts,&#8221; but with limitations<\/p>\n","protected":false},"author":8011,"template":"","resource-categories":[197,16,17],"resource-tags":[],"class_list":["post-1350","p2presources","type-p2presources","status-publish","hentry","resource-categories-gift-cards","resource-categories-policies-procedures","resource-categories-pcard"],"uwm_unpublish_requested":false,"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.6 (Yoast SEO v28.6) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Purchasing &amp; Payables<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/uwm.edu\/purchasing-payables\/p2presources\/gift-card-purchase-pcard\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Gift Card Purchase (PCard)\" \/>\n<meta property=\"og:description\" content=\"Gift cards are allowable under UW System Administrative Policy 330, &#8220;Prizes, Awards, and Gifts,&#8221; 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