Gift Cards

Gift Card 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.

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

Gift Card Request Form

Related policies, procedures, and guidance: 

• CORP Gift Card Approval Process
• Gift Card Distribution Log Template (PDF) or (Excel)
• CSUSM Corporation Hospitality Policy
• CSUSM Consent Form Language Requirements
• CSUSM Corporation Public Relations Funds Policy
• CSUSM Corporation Records Retention Policy
• CSUSM Cash Handling Policy

FAQs

Request Form and Purchasing

• Can I request multiple gift cards from multiple companies in one request?

   Yes, while filling out the gift card request form you can request multiple gift cards from multiple companies.

• Who do I contact if I need to see where my Gift Card Request is in the approval process?

   Please contact corp@csusm.edu with any questions you have on the process. 

• How can I cancel a Gift Card Request?

   You can email corp@csusm.edu to cancel the request for you. 

• Can I request more gift cards if I have not submitted a log from a previous request?

  New gift card requests for the same project will not be reviewed until recipient logs from previous requests have been submitted to CSUSM Corporation, unless approved by the CSUSM Corporation Executive Director or designee. 

• My cards will be distributed over a period of a few months, should I submit more than one request for these?

  You can submit one request for cards with various distribution dates. While flling out the gift card request form, list each date in which each card will be distributed under dates of distribution.

• What should I do if a card is lost or misused?

   Please contact corp@csusm.edu if a card is lost or it is discovered to be misused. 

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 requestor, 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. 

• Where do I send the gift card 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.