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.
Official Policy
The signed version of the Gift Card Policy is available through the UA PolicyStat Policy Library.
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 the responsibilities of custodians. If you have any questions, please contact Accounts Payable.
UA Gift Card Request Instructions
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 for card requests depends on how quickly the request moves through the approval process and the number of cards requested. After your request reaches Accounts Payable, please allow at least one week for processing if you are requesting fewer than 50 cards, and at least two weeks for requests of 50 or more cards. Once you submit your request, you can check the “Request Timeline” for its approval status. During this processing time, gift card requests will be reviewed for allowability and can be returned to the requestor if deemed necessary. The requestor will receive an email from Concur and Accounts Payable when the cards are loaded.
UA Gift Card Links