New Options for Purchasing Gift Cards through Procurement Services

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If you are looking to purchase gift cards for university business purposes, including participant payments, awards, prizes, and/or recognition, we now have six gift card options available to you!

Not only can these gift cards be charged directly to your Worktag, but through a collaboration with the Office of Research Ethics, the Office of the Vice President for Research, Sponsored Programs Accounting, the Treasurer’s Office, and the Controller’s Office we have created templates that can be used in lieu of the Research Participant Receipt Form and the Property Receipt Form for Electronic Rewards Link to Tango and VISA electronic gift cards with an amount less than $100.

 

The gift card options currently include: Electronic Rewards Links to Tango Card Rewards Catalog (which allow recipients to choose their electronic gift card), VISA (physical (plastic) and electronic gift cards), and Amazon (physical (plastic) or electronic gift cards, or gift card claim codes).  The benefits of each of the card options, as well as instructions on how to buy the gift cards and the documentation required for each type, can be found on the Purchasing Gift Cards page.  Step by step instructions are also available for completing the Gift Card Request Form and can be found in the Gift Card Request Form Knowledge Base Article.

 

So, how exactly would this new gift card purchasing process work?  We’ve outlined a few examples below, but encourage you to visit the Purchasing Gift Cards page for detailed information on each of the six gift card options.

 

Example: Providing Electronic Gift Card for an amount less than $100 as a Door Prize

If you would like to provide an electronic reward link to Tango Card Rewards or an electronic VISA card for an amount less than $100 as a door prize you would:

• Visit the Purchasing Gift Cards webpage and decide which of the electronic options would work best for you and the recipient (Electronic Reward Link to Tango Card Rewards or VISA).
• Draw or select the winner in the way that you choose, or have done in the past.
• After the winner is announced, collect the information necessary to complete the appropriate template for the selected electronic gift card and let the recipient know you will be emailing them an electronic gift card.
• Complete the Gift Card Request Form and attach the appropriate template. (Gift Card Request Form Knowledge Base Article)

That’s it!  The completed template may be used as documentation in lieu of the Property Receipt Form for electronic gift cards with an amount less than $100.

 

Example: Providing a gift card for an amount of $100 or more as an Incentive for a Research Participant

If you would like to provide a gift card for an amount of $100 or more to a research participant you would:

• Visit the Purchasing Gift Cards webpage and decide which of gift card options would work best for you and the recipient(s).
  • If you select an electronic option complete the appropriate template for the selected electronic gift card (one template can be used to record the information for multiple participants) and then complete the Gift Card Request Form (Gift Card Request Form Knowledge Base Article).
  • If you select a physical (plastic) option complete the Gift Card Request Form (Gift Card Request Form Knowledge Base Article).
• Have the completed and signed Research Participant Form for amounts greater than or equal to $100 for each recipient ready and email them to cardservices@iastate.edu. OR, if you are still completing or obtaining signatures on these forms, they can be attached to the Journal Entry in Workday by emailing finance_delivery@iastate.edu (please make sure to include the JE Number that is emailed to you by cardservices@iastate.edu).
• You will also need to send the signed Research Participant Forms for each gift card to Matt Devick, Accounting Office 1520 ASB or via email to mdevick@iastate.edu, in order to meet IRS tax reporting requirements.

 

Example: Providing an Electronic Gift Card for an amount less than $100 to a Research Participant

If you would like to provide an electronic reward link to Tango Card Rewards or an electronic VISA card for an amount less than $100 to a research participant you would:

• Visit the Purchasing Gift Cards webpage and decide which of the electronic options would work best for you and the recipient(s) (Electronic Reward Link to Tango Card Rewards or VISA).
• Following their participation in the research, collect the information necessary to complete the appropriate template for the selected electronic gift card (one template can be used to record the information for multiple participants) and let the participants know you will be emailing them an electronic gift card.
• Complete the Gift Card Request Form and attach the appropriate template (Gift Card Request Form Knowledge Base Article).

That’s it!  The completed template may be used as documentation in lieu of the Property Receipt Form for electronic gift cards with an amount less than $100.

 

 

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