Gift Cards
Gift Cards are cash-like instruments used in lieu of cash or check. Gift Cards are commonly used for study subject compensation, survey incentives, recognition, and honoraria. The set-up of a gift card program must be approved PRIOR to the purchase or distribution of any gift cards. Fiscal Compliance is here to help answer questions, coordinate approvals, and ensure University policies and procedures are followed. Please allow up to two weeks for processing requests (once all required information is obtained).
If you are considering starting a gift card program, you should familiarize yourself with the related policies, procedures, and associated resources outlined below.
| Procedural Statement Name | Purpose |
| FPS: Gift Cards | Sets forth the requirements for the authorization of gift cards use. |
| FPS: Recognition & Training | Sets forth University rules and requirements for using University funds to pay for recognition and training for employees, associates, and other individuals (including students); and, to provide reasonable assurance that recognition awards, rewards, and prizes distributed by the University are properly captured and subject to appropriate tax reporting. |
| FPS: Sensitive Expenses | Outlines the allowability of certain sensitive expenses. |
| PPS: Study Subject Payments | Sets forth University requirements for processing study subject payments. |
All new custodians of Gift Card, Petty Cash Fund, or Change Fund programs are required to complete the online Skillsoft Training course U00224 CU: Custodian Responsibilities - Gift Cards, Petty Cash, and Change Funds.
This course should take approximately 30 minutes to complete, and requires passing the end of course quiz with at least a 90%.
While the requirement is for new custodians, we also encourage anyone overseeing one of these programs to take the course and re-familiarize themselves with University and campus requirements and best practices.
| Form Name | Purpose |
| Gift Card Authorization Request (GC) | Used to request the establishment or modification of a gift card program, and to accept custody of that program. |
| Recognition Program Authorization (RPA) | Used to document details and approvals for a recognition program. |
| Recognition Reporting Form (RR) | Used to report cash-like (e.g., gift cards) and non-cash awards, rewards, prizes, or other distributions. |
The following resources were created to help you set-up, change, and close-out a gift card program.
- How to Submit a NEW Request for a Gift Card Program
- I’ve Been Approved for a Gift Card Program, What Now.
- How to CHANGE an approved Gift Card Program
- How to Close a Gift Card Program
- Supporting Documentation Guide
- Gift Card Internal Controls - Sample
- Sample Tracking Logs - Gift Cards
- Recognition Reporting Requirement FAQs
Online Coordinators
Study subjects can be paid through the use of an Online Coordinator such as Amazon MTurks, or Prolific Academic. Such services coordinate entities that want to advertise tasks (e.g., surveys) with people who can sign up to perform the tasks and receive a payment. Please refer to the guidance below for the request form and set-up guide.