Gift Request Procedures

Gift Request Procedures

Items intended to be used as gifts, giveaways, incentives and honorariums fall under these procedures. Procedures may apply to items donated to UTA or purchased with a UTA funds or if using UTA funds to reimburse for such purposes. Student Organization 41 accounts do not apply to this policy. Please check with the Office for the Vice President of Student Affairs with any questions.

Disallowed Purchases: University funds cannot be used to pay for the items listed below without prior approval. Additional restrictions may be found under University Procedure 4-26.

· Eating places, restaurants

· Gifts over $100

· Gift certificates to non-UTA employees over $100:

· Gift certificates for UTA employees (and student employees) may not be purchased regardless of the value.

· Tours, golf tickets, sporting events, or movies, or laundry, except when acquired by the Athletics Department

· Student tuition, application fees, or other student expenses

· University parking decal fees

Electronic Giveaways: These items may be subject to capital asset management policies. Electronics may be defined as anything that is accessible to the internet. These must be approved through the following procedure. Once an exception has been approved, object code 1846 on the VP7 so the item will not be recorded into University inventory. Tuition funded accounts may not be used to purchase these items.

Procedure:

· Departments are encouraged to find giveaways items other than gift cards

· All exceptions must be granted by the Office of the VP for Student Affairs and The Vice President for Business Affairs & Comptroller or his/her designee(s). Lisa Nagy is the current designee for Student Affairs.

With one week notice email Lisa the following information to request an exception

o Vendor you would like to use

o The number and value of gift cards you would like to purchase

o Account number to be charged

o Purpose

o Benefit to the University

· After the exception request has been approved, the purchase can be made. All purchases of gift certificates in any amount require the completion of a Gift Certificate Expense Form (Form 4-16).

· It is the responsibility of the University department to have each winner or recipient complete the gift certificate expense form as they receive a card. A Gift Certificate Expense Form (Form 4-16) should then be filed with the transaction log and/or attached to the VP2 documentation.

· If a gift is received by a UT Arlington employee or student worker, a copy of the expense form should be forwarded to Accounts Payable, who will forward on to Payroll, as gift certificates are taxable benefits. Please note that this requirement is for compliance with IRS rules.

· Additionally, any prize over $50 value (donated or purchased with UTA funds) must a have the form completed.

· Approval emails should be printed and filed with procard log.