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? Form Walkthrough.
2. Now that the form routes through Adobe Sign, requesters and approvers have the opportunity to add attachments to the form.
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.
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.
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.
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.
In order to get an exemption to the purchasing procedure. the requester must complete this memo and provide as much detail as possible. Please send the completed memo to the central CORP email at firstname.lastname@example.org for review and routing for approval. If approved, the requester will then attach the approved memo to the gift card request.
Exemptions are reviewed on a case by case basis and only granted in certain circumstances.
Yes, you will still need to complete the top portion of the Gift Card Distribution Log.