college gift card policies
Because the use would not be permitted with New York State funds. Contact the merchant to find out who made the charge. AUTHORIZATION FOR THE PURCHASE OF GIFT CARDS/CERTIFICATESGIFT CARD/CERTIFICATE DISBURSEMENT LOG GIFT CARD/CERTIFICATE ACCEPTANCE AGREEMENT ACCEPTANCE OF GIFT CARD/CERTIFICATE AS A FINANCIAL AID RESOURCE, Facebook Twitter Instagram YouTube LinkedIn, All Spring 2021 classes will be held online, and all admissions and student support services are available remotely. Either representation is acceptable. Current Restricted 11. In situations of suspected fraud, Citibank will always terminate the violated account and issue a new card account. Nonresident aliens who receive a gift card/certificate must contact the Controllerâs Office at (215) 751-8827 or The intended use of the goods/services must be stated. For example, the January 2020 billing cycle (for the period 01/07/2020-02/06/2020) PLOT sheet should be received by the Purchasing & Accounts Payable office by 02/28/2020. The distribution of gifts and gift cards/certificates must not be used to avoid compliance with other applicable University Policies, e.g., the Policy on Independent Contractor Classification. Safes are located in the Controller’s Office and in the Foundation Office. If a transaction does not fit within the cardholder’s limits, the cardholder should: Access the Citibank Commercial Cards site for your Statement. Gift Policy Exceptions: Awards: Cash or noncash items given for meritorious performance, productivity or other reasons connected with employment; for nonemployees, given in recognition of an accomplishment, achievement or activity that does not require the performance of a service, as well as for other valid business reasons. (See above (1) Citibank Statement). The function of these policies is to update and clearly delineate the kinds of gifts the College will accept, under what circumstances, and how they shall be assigned, acknowledged, valued and reported based upon standards developed by the Council for the Advancement and Support of Education (CASE), 2009, which have been thoroughly researched and and are aligned with … Gift cards are always taxable income to the employee and do not qualify under this exclusion. The P-card operates under the same procurement rules and regulations as all State University of New York purchases. The cardholder should review his/her records. 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. Complete a Dispute Form and fax to Citibank as directed. This is the account number where the item will be charged. Gift cards/certificates may not be distributed to volunteers as appreciation for volunteer work, regardless of whether the volunteer is a student, employee, or a third party. Email and telephone scams requesting cardholder information are commonplace. The Card allows you to spend money directly out of your budget. Individual gift cards may not have a face value greater than $100 without prior approval from the Controller’s Office. Required Cookies & Technologies. If the merchant will not credit the account, the cardholder should: Advise the Purchasing & Accounts Payable Office of the situation. Even Citibank will not send emails concerning a cardholder’s account; they will send a hardcopy letter through the mail. Cardholders should be trained in card usage and given a copy of the P-card policies and procedures and they should sign an acknowledgement form regarding training and receipt of the policies and procedures. Given gift cards/certificates are considered cash payments, it is important that the guidelines and policies are followed to ensure compliance with UI policies and applicable federal and state laws. Cardholder certification for a billing cycle must be completed by the end of the following month of the statement. The goods/services must be received in order to allow payment to a merchant. Parcel Post (United States Postal Service Parcel service), Shipping charges between two State agencies. Car washes, auto repairs, and/or auto parts must identify by vehicle plate number the specific vehicle involved plus year, make, model, and vehicle ID (VIN) number. The department must obtain executed Gift Card/Certificate Acceptance Agreements (Appendix C) for each gift card/certificate recipient.Â. The Best Card Company - Graduation Greeting Card with Envelope - Congratulations Graduate Notecard, School, College - Diploma Wordart C3191CGDG 4.7 out of 5 stars 26 $5.98 $ 5 . Prepayment of goods/services is not permitted. The Purchasing & Accounts Payable Office monitors this spending. Cash Payments 12. Credit Cards 12. Gifts, Prizes and Awards for College Employees Any gift card/certificate purchased with College funds and given to an employee will be considered taxable income to the employee and added to their form W-2 during the calendar year the gift was received. The Credit Card Accountability Responsibility and Disclosure Act of 2009 (the CARD Act) was created by the federal government to protect consumers by limiting retail and bank gift card policies. Outright Gifts 10. This should be typed or printed clearly. 98 If the goods/services were purchased for a particular event, meeting, publication or production, that must be identified by name and date. Methods of Giving and Valuation 12. Funds Functioning as Endowments 11. The PLOT sheet is the Procurement List of Transactions. This will allow the cardholder sufficient time to complete all PLOT sheets and certifications before leaving. It is acceptable if it is stated on the merchant’s itemized invoice. All Spring 2021 classes will be held online, and all admissions and student support services are available remotely. Transaction Period. For item’s costing $2,500 and above, steps should be taken to ensure that prices are reasonable. In order to be delegated authority, you have to undertake some responsibility. The cardholder should always complete the Dispute Form and forward back to Citibank (with a copy to the Purchasing & Accounts Payable Office). Gift of College ® gift cards can be purchased at over 3000 retail store locations including Target, H-E-B, Fred's, Save Mart, Brookshire Brothers, Lucky Supermarkets and FoodMaxx. Cardholder Name. The College is required to collect and maintain a copy of the original freight/shipping invoice when shipping/freight charges are in excess of $100, with the exception of the following: If the merchant’s freight/shipping method falls into one of the above exception categories, please have the merchant state this. Finally, gifts and gift cards given to nonresident aliens are subject to federal tax withholding. Invoice/receipt items should be itemized showing descriptions, quantities and unit costs. Submit the goods and/or services request on a purchase requisition for purchase order processing with payment through the voucher processing system. Contact Citibank at the telephone on the back of the credit card. Perhaps the transaction is showing with an alternate merchant/vendor name. This is where a well-considered "gift acceptance policy" can be a help. A listing of charges made to New York State merchants/vendors that paid sales tax that cannot be credited/refunded; Legible photocopies of the invoices/receipts that paid NYS sales tax that have not been credited/refunded; A brief memorandum explaining why sales tax was paid and cannot be credited. When a print job is paid by the P-card, an original print sample must be included with the PLOT sheet. Note: Always keep a copy of your PLOT sheet and backup records (transaction invoices). You have to agree to use the Purchasing Card responsibly. You must retain the transaction records for audit purposes. The cardholder has to protect the Purchasing Card, just as they protect their own credit cards. Types of Funds 11. … Gift cards are always taxable income to the employee and do not qualify under this exclusion. The purchasing card login and step-by-step instructions are available at: SUNY Financials Procurement Card. You must attach the transaction records to your monthly Memo Statement from Citigroup and submit them to your department head/supervisor for review and approval. Any employee who wishes to purchase gift cards/certificates must submit an Authorization to Purchase and Use Gift Cards/Certificates Form (Appendix A) for approval to the appropriate Dean, Senior Administrator, Associate Vice President, or Vice President, as applicable, before making the purchase and/or distributing the gift cards/certificates. A screen print of the certified certification page from the SUNY system. Gifts: Cash or noncash items given to express appreciation or gratitude; not related to job performance and no negotiation conducted in advance. When all avenues are exhausted for determining a valid charge, the merchant should be contacted and advised that the charge is not the cardholder’s, and the cardholder should request a credit to the account. You can use the Purchasing Card to buy the things you would normally buy for your department. For invoices/receipts smaller than 8-1/2 x 11”, the invoices/receipts should be glued or taped to an 8-1/2 x 11” sheet of paper. Effective : January 3, 2018 Date of Issue: December 12, 2017, The purpose of this Policy is to set forth the guidelines and procedures for the purchase, use, distribution, and secured storage of gift cards and/or gift certificates purchased with College funds, grant funds, Community College of Philadelphia Foundation (âFoundationâ) funds, and/or donated to the College to ensure compliance with the Collegeâs tax withholding and reporting obligations.Â. Purchase Cost. Purchase College State University of New York, New York State Department of Correctional Services (Corcraft), New York State Preferred Source Program for People who are Blind (NYSPSP), New York State Office of General Services (OGS) contracts, https://www.suny.edu/business/contractsearch/, “State of New York Employee Tax Exemption Certificate”, Citibank Commercial Cards site for your Statement. Types of Contributions 10. When there are no transactions for a billing period, only the cardholder is required to sign the PLOT sheet. Gift cards/certificates distributed to nonresident aliens may be subject to federal tax withholding. If a cardholder believes his/her purchasing card account number has been compromised, contact the Purchasing & Accounts Payable Office at ext-6070 to terminate the compromised account and set up a new account. For example, January 2019 billing cycle will be available for certification on 02/14/19 (approximately); the cardholder is required to certify by 02/28/19. It is possible to change P-card limits once the P-card is set up. Vendor/Merchant. This no-gift policy includes vendor or potential vendor or supplier-provided food, beverages, meals, or entertainment such as sporting events. [CDATA[// >