Gift Card Request Form

Should you need to purchase gift cards or cash equivalents (metro cards, etc.), you must request permission to make the purchase via a Gift Card Order Form in iBuy+ under the Requests tab. 

Gift Card Request Form Instructions Tutorial (pdf)

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Step-by-Step Instructions:

1. Requests for Gift Cards or cash equivalents should be completed by the individual from the school or division requesting the cards. 
2. Once the request is submitted, your Finance Director will receive a notification to approve the purchase of Gift Cards. 
3. If the Gift Cards will ultimately be charged to a research PTA, the completed Gift Card form will automatically be routed to Procurement for approval.
4. If the purchase is greater than $3,500 for the entire funding period under a federal contract or $10,000 for a federal grant, OR $25,000 for non-federal or university funds, please also include a justification for the purchase (via J&A* form for federal contrats or SSM* for all other types of funding) indicating how the Gift Card provider was selected.
5. Once the required approval has been obtained, the Gift Cards may be purchased.
6. Approval is required prior to purchasing the Gift Cards. 

The procurement justification form should be attached within the Gift Card Order Request in Concur. Once the purchase has been made, attach the approved pdf copy of the Gift ard Order Form to your Expense Report (for P-Cards) or Purchase Requisition (for purchases made by PO).

Keep in mind that the IRS requires 1099 reporting for any recipient receiving $600 or more from all GW sources. If employees or students are potential recipients of the cards, your Financial Director will provide the requestor with the additional reporting requirements for Payroll and/or Accounts Payable (AP). Finance Directors have responsibility for verifying that the requestor provided the information to Payroll or AP on a timely basis.

It is the responsibility of the school/division to ensure the proper storage & distribution of the Gift Cards. A log of all Gift Card recipients must be maintained and made available upon request. 

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*Use a Justification & Approval Form for sponsored research under federal contracts, and a Supplier Selection Memo for federal grants and non-federal sponsored research.