**UPDATE: Effective 11/1/18, we will be implementing a newer, more straightforward Gift Card Procedure. Updated Gift Card Standard Operating Procedure effective 11/1/18
Gift cards/gift certificates (referred to as gift cards) may be purchased using CSUSM Corporation funds for recognition of students, faculty, staff, or incentives for individuals who participate or volunteer in events or activities in support of University programs. The use of gift cards must comply with the mission of CSUSM Corporation and CSUSM and adhere to the CSUSM Corporation Public Relations Fund and Hospitality Policies. All gift cards purchased with sponsored program funds must follow grant guidelines (including state and federal regulations if applicable) and CSUSM Corporation purchasing policies and procedures.
The dollar value of individual gift cards cannot exceed $50 unless approved by the Executive Director. Only one gift card can be awarded to a recipient per event or activity. Gift cards can only be awarded infrequently to the same individual. If the recipient has received a total of $600 or more in multiple gift cards in a calendar year, the value will be reported as taxable income for the recipient. Non-employees will receive a 1099; for employees, it will be reported as income on their W-2.
Use of gift cards should only be considered when no other option is viable, should be infrequent, and conservative in value.
Departments should make an attempt to purchase gift cards from CSUSM Corporation partners (ex. Follett and Sodexo). Visit Commercial Services for a complete list of partners.
This procedure below applies to all gift card purchases with campus program funds.
Gift Card Log: Once the gift card has been given to the recipient, the recipient is required to sign the gift card log verifying receipt of the gift card. The following information is required for each gift card:
Offering incentives to individuals for participating in research projects may be allowed with IRB approval. If the gift card amount is over the $50 limit per card, the appropriate OSP SPA must be notified by the purchaser prior to purchasing in order to obtain approval from the Executive Director. Once the request has been approved or denied, OSP Staff will notify the requestor who can then make the purchase.
All purchasers must follow the procedures stated below in Section 1 “Purchasing Gift Cards and Supporting Documentation” and Section 2 “Purchaser Responsibilities”. If the purchaser prefers NOT to make the purchase themselves, they are able to follow the Campus Program Funds Procedure stated above.
Purchasers must follow all appropriate ProCard guidelines and reconciliation proceduresReview the CSUSM Corporation ProCard manual for more detailed information. Purchasers must submit the receipt for the gift cards and a distribution log if available at the time of reconciliation (see Purchaser Responsibilities, Section b).
Purchasers must complete a Direct Pay Form if a personal card was used for the purchase and the employee is requesting a reimbursement. Purchasers must submit the receipt for the gift cards and a distribution log if available at the time of reimbursement request (see distribution log under Purchaser Responsibilities, Section b).