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Gift Cards

Gift Card Updates as of 10/12/2020 - What's Changed?

  • Gift Card Request Form

    1. The form will still be filled out in Microsoft forms, but will now route through Adobe Sign for approvals, with a few key clarifications to the form to make it easier to fill out. Want to see a walkthrough of the new form? Click here

    2. Now that the form routes through Adobe Sign, requesters and approvers have the opportunity to add attachments to the form.

  • Purchasing Procedures

    1. The purchasing procedures have been updated to include new information for storing electronic gift cards/codes. Requesters will now reach out to IITS to set up a secure SharePoint Site for the storage of these cards/codes.

    2. We have added a chart detailing the approvers for the gift card request form. There have been some changes to the approval dollar thresholds. 


Gift Card Purchasing Procedure

Please review our GIFT CARD PURCHASING PROCEDURE for complete information on the gift card purchasing process and reimbursement. 

The use of gift cards must comply with the mission of CSUSM Corporation and CSUSM and adhere to all CSUSM Corporation policies and procedures. Gift cards purchased with Sponsored Project funds must also follow state and federal regulations as applicable.

Use of gift cards should be infrequent and cannot be used to compensate employees, independent contractors, volunteers, or other individuals for services/work performed. Only one gift card can be awarded to a recipient per event/activity and any individual card $150 and over, or total request of $2500 or more must be approved by the CSUSM Corporation Executive Director.
 

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.

Gift Card Request Form

The requester will submit the Gift Card Request Form at least ten (10) days prior to the purchase of the cards. Once the request is approved, the purchasing process can take more time than expected, especially for larger quantities of gift cards.  Start the process early to avoid delays in approval or purchasing. 
 

Gift Card Request Form  Sample Request Form - Walkthrough

gift card request process

Required Approvals

The following approvals need to be correctly listed on the Gift Card Request Form by the requester. Failure to enter these properly will require re-submission of the request:

Title  85xxx Projects  81xxx and 86xxx Projects 
Supervisor*  Always Approving  Always Approving 
Fiscal Authority*  Always Approving  Always Approving 
Sponsored Projects Analyst*  Always Approving  
Director of Sponsored Projects**  Approving if single card is ≥ $150 and over or total purchase is ≥ $2500   
CSUSM Corporation Admin**    Always Approving 
Executive Director of CSUSM Corporation**    Approving if single card is ≥ $150 and over or total purchase is ≥ $2500. 

*Requesters will enter the email addresses for these individuals on the form 

**Requesters will not need to enter the email addresses for these individuals on the form. 

Related policies, procedures, and guidance: 

FAQs

Request Form and Purchasing


Gift Card Distribution Log

  • If my recipients are confidential or anonymous, do I still need to complete the log?

     Yes, you will still need to complete the top portion of the Gift Card Distribution Log. 

    1. Confidential studies – The recipient names may be redacted from the gift card distribution log and assigned enrollment identification numbers and/or codes, such as Participant A, B, C, etc. The top portion of the gift card distribution log must be completed and signed, however the distribution documentation may be maintained in another format or obtained from a third party vendor as long as it reflects the same information as the gift card log template (with the exception of names and relationship to CSUSM). A key document, such as a study log, that cross-references the name of the subject and their enrollment identification number and/or code must be created by the PI, maintained in a secure location, and available for audit.
    2. Anonymous studies – The PI must provide proof that incentive payments were made to human subjects or participants equal/reconcile to the number of cards purchased. This proof must be from an original source of record, i.e. a report generated by a third party survey company, or document that is signed by another individual, other than the requester, involved in the  distribution of incentive payments. The top portion of the gift card log must be completed in the gift card template and signed, however the distribution documentation may be maintained in another format or obtained from a third party vendor as long as it reflects the same information in the gift card log template (with the exception of names and relationship to CSUSM).
  • If cards get disbursed on different dates do I submit logs separately?

    If they are within the same Gift Card Request form, and within the same month, you can submit one log for the gift cards. 
  • What do I do if Gift Cards don’t end up getting disbursed/picked up?

     You will make note of that on the top portion of the gift card distribution log and notify CSUSM Corporation by emailing corp@csusm.edu.
  • Where do I send the gift card distribution log?

     You will send it to corp@csusm.edu
  • Can I add attachments to the gift card log?

     Yes, you can add event flyers, sign-in sheets, and any other supporting documentation.