Updates to Procurement Services Gift Card Program
What’s changed?
- You are now able to order electronic gift cards, including MasterCard gift cards, for university business purposes, including participant payments, awards, prizes, and/or recognition through the Tango Catalog in cyBUY!
If you haven’t used cyBUY in a while, check out our Quick Reference: cyBUY Ordering for a visual step-by-step guide that includes a section with instructions just for completing electronic gift card orders!
- The Controller’s Office has updated the Research Participant Receipt and Property Receipt Form (RPRF/PRF).
- The RPRF/PRF is now required for a gift card given to any Iowa State University Employee, with ONE exception.
- Iowa State Employees serving as research participants and receiving eGift Cards under $100 that are purchased through the Procurement Services Gift Card Program do not need to complete the form.
- Iowa State Employees serving as research participants and receiving eGift Cards under $100 that are purchased through the Procurement Services Gift Card Program do not need to complete the form.
- The RPRF/PRF is now required for a gift card given to any non-employee when it is:
- A physical (plastic) gift card for any amount.
- An eGift Card for $100 or more.
- For Serving as a Research Participant, with ONE exception.
- Research Participants receiving eGift Cards under $100 that are purchased through the Procurement Services Gift Card Program do not need to complete the form.
- The RPRF/PRF is now required for a gift card given to any Iowa State University Employee, with ONE exception.
- The Reward Link Recipient Template (Tango) and Amazon Gift Card Recipient Template that are required when ordering an eGift Card, have been updated to include a column in which the requester will need to indicate whether or not the recipient is an Iowa State Employee, including student employees.
If you’ve previously downloaded these forms, please make sure to use the new forms when submitting your next eGift Card Order.
- When ordering physical (plastic) gift cards for any amount:
- Research Participant Receipt and Property Receipt Forms will need to be collected for each physical (plastic) gift card requested for any amount. Additionally, for those gift cards that are for amounts that are $100 or more, the completed form must also be sent to the Tax Office via email to taxoffice@iastate.edu, to meet IRS tax reporting requirements.
- Due to the necessity for documentation to be provided within 90 days (particularly for grants or restricted fund sources) it is recommended that you only request the physical (plastic) gift cards that you are confident can be distributed and have signed Research Participant Receipt and Property Receipt Forms collected and submitted within 90 days.
- We are happy to fill multiple orders for smaller quantities that you are certain you can use and have signed documentation submitted within 90 days!
- We are happy to fill multiple orders for smaller quantities that you are certain you can use and have signed documentation submitted within 90 days!
- When completing the Gift Card Request Form for Physical Gift Cards, you will be required to provide a Department Discretionary Program Worktag in addition to the worktag you intend to cover the expense.
- The cost of the gift cards will be charged to the Department Discretionary Program Worktag if the completed Research Participant Receipt and Property Receipt Forms aren’t provided within the 90-day limit.
- If you are unsure what discretionary program Worktag would be appropriate (or what one even is), your Cost Center Managers, or CCMs, will be able to help!
- Research Participant Receipt and Property Receipt Forms will need to be collected for each physical (plastic) gift card requested for any amount. Additionally, for those gift cards that are for amounts that are $100 or more, the completed form must also be sent to the Tax Office via email to taxoffice@iastate.edu, to meet IRS tax reporting requirements.
Updated information on each type of gift card available through the Procurement Services Gift Card Program (including international options), how to buy the card, and the documentation required for each one, can always be found on our Purchasing Gift Cards Webpage.