Gift Cards

A prepaid stored-value money card or certificate usually issued by a retailer to be used only to incentivize participants for a valid university approved activity.

No. 

N/A

  1. Gift cards must only be used to incentivize participants for a valid University approved activity such as a research project, completing a survey, completing a questionnaire, attending training, or attending a meeting.
  2. Gift cards may be issued to employees; however, the employee will be taxed.
  3. The quantity of gift cards purchased at one time should be conservative. Gift cards should be disbursed as soon as possible after purchase, not to exceed 3 months.
  4. The face value of each card purchased is not to exceed $25.00. A higher face value amount may be purchased if specified in a grant award. Other exceptions must be approved by a Level 3 DOA.
  5. Must complete Gift Card Disbursement Log (XLSX) or equivalent. Submit the completed log to giftcards@csulb.edu.
  6. All gift card documentation must identify whether a gift card recipient is a CSULB employee, a CSULB student, or Other.  The names and ID numbers of CSULB employees and CSULB students who receive a gift card are required.  All gift cards given by the University or its Auxiliaries to CSULB students or employees are subject to Federal and State reporting requirements.  All student gift card payments will be reported to CSULB Financial Aid unless an exception applies.
  7. There is a narrow exception from reporting student payments to Financial Aid.  This exception applies to programs where the eligibility requirements do not restrict the participants to students.
    To qualify for the exception, the program must meet all of the following criteria:
    1. Eligibility requirements do not restrict participants to students,
    2. Evidence is available to demonstrate promotion of the program to non-students and,
    3. There is participation of non-students in the program.

      This exception is based on the Department of Education regulation that states: “Under 34 CFR 673.5 and 685.201, any funds a student receives as a result of being enrolled in postsecondary education are considered estimated financial assistance (EFA) and must be counted as EFA when packaging the student. There is no de minimis or minimum amount that would have to be counted-any amount is EFA.”
  8. If this exception applies to a research program, a Certification Form must be signed by the Principal Investigator and submitted to accounting with a completed disbursement log.

  1. Permitted Payment Options: Subject to the above requirements.
    • PO – Allowed
    • ProCard – Allowed and preferred
    • One Card – Allowed
    • Direct Pay – Allowed
    • Employee Reimbursement – Allowed
    • Petty Cash - Not Allowed
  2. Documents required:
    • Supplier Invoice
    • Additional required documents are listed under the Additional Forms or Requirements section above.
    • Delegated approval (DOA) using one of the following options
      • Purchase Order (PO)
        1. Dispatched PO & receipt of goods through Shipping & Receiving (no action required by requesting department)
        2. Authorized stamp on invoice referencing PO# and Acknowledgement of Service
        3. Electronic approval (via email) sent directly to fisinvoiceapproval@csulb.edu  
    • Contingent Documents
  3. Invoices received by Accounts Payable, prior to payment, are, prior to payment, routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more information.​

Common GL Account(s) to Use

  • 107803 – Gift Card Advances – Used when gift cards have not been completely distributed.
  • 660840 – Gift card expense – Used when all gift cards have been distributed.
  • 622801 – SP-Research Subject Incentive Expense – Used when all gift cards have been distributed. Used for GXXXX and RSXXX funds only..

Refer to your Division/College/Department for additional policies and procedures.