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Administrative Policy & Procedures Manual » FIS Manual » 1400 Policies.
Fiscal Operations Manual
Section 1402: Expenditures
Effective: 01/01/2001
Revised: 09/12/2006
To ensure that all gift certificates purchased by Oregon State University have been authorized in advance and exhibit appropriate use of university dollars.
All gift certificates purchased with OSU funds must be authorized in advance. There will be no personal reimbursements for gift certificate purchases. Gift Certificate purchases can not be charged to direct pay vendors, including the OSU Bookstore.
OSU Departments must submit a Vendor Payment Request form to purchase gift certificates. Once the appropriate signatures are obtained, enter into FIS Banner on FAAINVE as “cash to accompany”. Send the form to Business Affairs Accounts Payable office to review and process a check payable to the vendor. The check and a copy of the request can then be taken to the vendor to receive the gift certificate(s).
Gift certificates to employees (faculty, staff, or student) are considered a cash equivalent and are subject to the provisions for cash awards. The value of the gift certificate is reported as taxable in the Payroll system. Use Account Code 20168 for gift certificate purchases which will be given to employees. See FIS 1402-13 Employee Recognition for information on approved funding sources for these awards.
OSU Foundation will no longer process requests for direct payment or reimbursement of gift certificate purchases or other cash equivalent gifts or awards. If using Foundation funds for these expenses, process through OSU Accounts Payable using the appropriate FSxxxx Index.
Account codes for Gift Certificates:
20168 Awards – employees
20169 Awards – non-employees
20190 Testing Group Incentives – volunteers
25140 Research Subjects – volunteers
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