The purchase and use of negotiable items, such as gift cards or gift certificates, require strict accountability. Gift cards may be purchased to be used for prizes and awards or to compensate research study participants.
This policy excludes scholarships, i.e., money awarded to students with the intent to support the educational or educationally-related expenses of the individual receiving the award. For guidance on making any payment to students refer to the Student Payment Guide under section on “Other Payments.”
Award: See UW System Administrative Policy 330.
Cardholder Statement: An electronic document containing card transaction detail; generated biweekly by U.S. Bank and accessible to cardholders via U.S. Bank’s Access Online.
Custodian Funds: Funds or accounts set up to serve the various cash related needs of UW-Madison, such as paying research participants or business processes.
Non-Resident Alien: For U.S. tax purposes, a nonresident alien is a non-U.S. Citizen who has not passed either (1) the green card test (Green Card Test), or (2) the substantial presence test (Substantial Presence Test Certification)
Prize: See UW System Administrative Policy 330.
Purchasing Card Gift Card Approval Form: Used to obtain pre-approval from a Divisional Business Office to purchase gift cards as prizes or awards on a UW-Madison purchasing card.
Purchasing Card Gift Card Recipient Log: Used to track recipients of gift cards purchased with a UW-Madison purchasing card.
Employees of all UW-Madison schools, colleges, and auxiliary divisions including, but not limited to:
Gift cards are considered the same as cash by the Internal Revenue Service (IRS) and, therefore, are subject to tax reporting requirements. Depending on the intended use for the gift card, specific UW-Madison payment procedures must be applied.
Gift cards may only be purchased with UW-Madison funds as described in this policy. Gift cards for any other purpose or gift cards purchased via alternate payment procedures are not payable or reimbursable by the University.
Purchasing Cardholders – Responsible for reading, understanding, and adhering to this policy.
Divisional Business Office Staff – Responsible for reviewing and approving Purchasing Card Gift Card Approval Forms and the purchase of gift cards.
Research and Sponsored Programs – Responsible for reviewing and approving Purchasing Card Gift Card Approval Forms and the purchase of gift cards on sponsored funding.
Purchasing Card Program Office –