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Gift Card Guidelines














In lieu of cash advances, universally accepted gift card with a maximum value of up to $50 will be issued by the University upon proper documentation and approval of the Budget Manager and an Administration & Finance Representative. These gift cards can be issued for use as honorariums, prizes, student acknowledgements or as an incentive for participating in an academic research project.  






A copy of the gift card request form (page 2) must be submitted to the Procurement Office for approval on a specific initiative.  The top section of this form must be complete in full, including:


·         Purpose of gift card, date of event, type of card, quantity of cards,  dollar value per card, total value of cards, budget line, budget manager’s approval and date of approval.


Once a gift card request form is received by the Procurement Office, they will determine the best way to obtain the cards.  You should never purchase gift cards on your P-card; this will result in a P-card non-compliance issue. If the Procurement Office determines the best method of procuring the gift cards is via a Purchas Order, you will be required to enter a requisition in Colleague.  The PO will have to be accepted prior to check issuance.  Otherwise, the Procurement Office will purchase the gift cards in the most appropriate manner.


Once the cards have been distributed, the bottom portion of the gift card request form must be completed in full and the original returned to the Procurement Office within one (1) business day of distribution, but no more than thirty (30) days after the event.


·         Any cards not distributed within thirty (30) days of the event must be returned to the Procurement Office.

·         Inability to reconcile cards within thirty (30) days of the event shall result in cards no longer being issued to the budget manager.

·         Any suspected misappropriation of funds will be reported to the Department Vice President and the Vice President of Administration &Finance/CFO.



Approved by


B Bussey

Approval Date



Revised Date


August 22, 2011

















Worcester State University

Gift Card Request Form

Complete the top half of this form and submit a copy

to the Procurement Office to request Gift Cards.



Purpose of Gift Cards ______________________________________  Date of Event ________________


Type of Card _____________________________ 


Denomination per Card $__________  Quantity of Cards ____________  Total $____________________


Budget Line __________________________________________________________________________  


________________________________________                                   ___________________________
Budget Manager Signature                                                                             Date


Complete the bottom half of this form and submit the original to the Procurement Office

within one Business day of card distribution, but no more than 30 days after the event.


I, _____________________________ certify that I have received a _____________________________
                  Print Name                                                                                    Type of Card

gift card in the amount of $__________ for the purpose stated above.



________________________________________                                   ___________________________

Recipient Signature                                                                                         Date


(Attach a list with Name, Type of Card, Dollar Amount, Signature and Date if multiple recipients.)

Last modified at 1/6/2012 11:06 AM  by Hoxha, Anisa