E-Gift Cards Request Form for Research Study Participants

E-Gift Cards Request Form for Research Study Participants

E-Gift Cards Request Form for Research Study Participants

Process Workflow:

Department submits the E-Gift Cards Request Form for Research Study Participants
Form will automatically route to Accounts Payable for review first (approve or deny) if approved, it will be routed to the ProCard Office for card use approval.*
Once emailed approval from both offices is received, you may proceed with the needed E-Gift Card purchase for Research Participants.
After the purchase is completed, please upload the following to the Onbase Transaction form:
Smartsheet Approval Notification
List recipients (if able)

*If research related Gift Cards will be given to students, Financial Aid must approve the purchase*

It is up to the department to keep track of the gift cards given to the recipients by calendar year. The department should keep a listing that includes the recipients name, gift card amount and calendar date received. Gift card recipients listing is subject to review/audit at any time.

Should an individual recipient (non-employee) receive $600 or more in gift cards in a calendar year, it is considered taxable and their information must be submitted.

Employees who receive any denomination of research related gift cards must be reported for tax purposes.

Gift Card values exceeding $100

For payments exceeding $100, departments shall only use the Swift system. An SSN or ITIN is required before any participant can receive a payment exceeding $100. Neither gift cards from third party retailers nor tangible property should be provided when the value is more than $100.

Virtual / E-gift Card: For purposes of this procedure, an e-gift card is a gift card that is purchased online from an Approved Retailer’s website (the University’s Amazon Business account or Walmart) and is valid only for purchases from such Approved Retailer. Gift cards that qualify for purchases at non-approved retailers (such as Panera or Texas Roadhouse) are likewise NOT permitted even if the gift card are purchased on an Approved Retailer’s website.

Procedure Participants Procedure Payments for Research Study Participants

Date form completed:*

Name of the person submitting this form?*

E-mail address of person submitting this form:*

What is the research or study these are needed for?*

Will the gift cards be given to any students?*

If gift cards will be given to any UofL Students, Financial Aid must approve the purchase first.

Yes

Unknown

Has Financial Aid approval been received?*

If Financial Aid approval been received, please add as an attachment to the request. Failure to do so can result in a delay in processing the request.

Yes

Is this an expense covered by a grant? *

Yes

What speed type will be used? *

What vendor will you be purchasing from?*

Select or enter value

Type of gift card being purchased?*

Select

Which ProCard will be used for this purchase?*

Please provide the cardholder last name and last 4 digits of the card to be used.

List the quantity/amounts of e-gift cards to be purchased.*

If more than one vendor, please list separately below.

Example:

Walmart 3 qty / $25 each / $75 total

Amazon 4 qty/ $10 each/ $40 total

Upload any additional information for this e-gift card purchase request

Drag and drop files here or

Send me a copy of my responses

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