Overview
Gift cards may be allowed in situations where it is determined that the expenditures are in the best interest of the University and promote the purposes of the University. For example, gift cards may be provided as an incentive to encourage participation in a UA research study. The determination of whether a gift card is an allowable gift is dependent upon the selection of the recipient, the reason for the gift, and the recipient’s affiliation to UA.
UA has partnered with Cadence Bank and Dash Solutions to provide departments with a flexible solution for purchasing and providing virtual or plastic gift cards to recipients. The gift card can be loaded and unloaded with any value and provided to departments for various needs. See UA Gift Card Materials for documentation that can be provided to recipients.
Requesting Gift Cards
All gift cards requests will be submitted through the Concur Request Module. Prior to requesting the gift cards, please review the information pertaining to the allowability of gift cards and responsibilities of custodians. If you have any questions, please contact Accounts Payable.
Virtual Gift Card Request Instructions
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- Log-in to Concur.
- Select Request Module from the header.
- Click Create New Request.
- Complete required fields and optional fields (if applicable).
- From Request Policy dropdown, select *UA-Gift Card Request Policy as the Policy Type.
- Enter Chart-Fund-Org-Program.
- Click Create Request.
- Click Add to create an expense entry. Please note that if you need gift cards in different dollar amounts, you will need to request those on a different expense entry line. You do not have to start a new gift card request.
- Select appropriate card type.
- Complete required fields – click Save.
- Attach PDF version of completed Gift Card Request Form.
- Then click, Submit Request.
The request will then route through the standard Concur Approval Workflow (Concur Supervisor, Budgetary Approver, Contract & Grant Accounting or Financial Accounting (if applicable), and then back to Accounts Payable for processing. Upon approval of the Gift Card Request, the cards can be issued to the custodian listed.
Plastic Gift Card Request Instructions
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- Log-in to Concur.
- Select Request Module from the header.
- Click Create New Request.
- Complete required fields and optional fields (if applicable).
- From Request Policy dropdown, select *UA-Gift Card Request Policy as the Policy Type.
- Enter Chart-Fund-Org-Program.
- Click Create Request.
- Click Add to create an expense entry. Please note that if you need gift cards in different dollar amounts, you will need to request those on a different expense entry line. You do not have to start a new gift card request.
- Select appropriate card type.
- Complete required fields – click Save.
- Attachments are not required for plastic gift cards. You can, however, still attach the PDF version of completed Gift Card Request Form.
- Then click, Submit Request.
The request will then route through the standard Concur Approval Workflow (Concur Supervisor, Budgetary Approver, Contract & Grant Accounting or Financial Accounting (if applicable), and then back to Accounts Payable for processing. Upon approval of the Gift Card Request, the cards can be issued to the custodian listed. Accounts Payable will contact the custodian when the cards are available for pick up. When gift cards are distributed, signature sheets must be obtained from each recipient and returned to Accounts Payable. When gift cards are distributed, signature sheets must be obtained from each recipient and returned to Accounts Payable.
The processing time depends on how quickly the request routes through the approval flow and the amount of cards requested. After the request routes to Accounts Payable, we ask that departments allow at least one week for processing requests under 50 and at least two weeks for processing requests for 50 or more cards. After you submit the request, you can always check the “Request Timeline” for approval status. Requestor will receive an email from Concur and Accounts Payable when cards are loaded.
UA Gift Card Links