Purpose

To ensure that all gift certificates purchased by Oregon State University have been authorized in advance and exhibit appropriate use of university dollars.

Policy

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 cannot be charged to direct pay vendors, including the OSU Bookstore.

Procedure

OSU Units must submit a Vendor Payment Request form to purchase gift certificates.  Once the appropriate signatures are obtained, enter into FIS Banner on FAAINVE as “pick up”.  Send the form to Business Affairs 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. 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 not process requests for direct payment or reimbursement (personal or direct reimbursements) for gift certificate purchases or other cash equivalent gifts or awards.  Gift certificate expenses paid by the University are reimbursable through the FS Index Reimbursement System using unrestricted funds.

Account codes for Gift Certificates:
20168 Awards – employees
20169 Awards – non-employees
20190 Testing Group Incentives – volunteers
25140 Research Subjects – volunteers