Gifts and incentives (i.e. giveaways, prizes, employee recognitions, awards, benevolence items, etc.) may be purchased on behalf of the University through a P-Card or purchase order, provided the gift is:
When a gift is purchased and disbursed, the purchaser or presenter of the gift must submit an Incentive/Gift Reporting Form to Accounts Payable (Green Hall, room 1600) within 14 days of disbursement. The form must detail the document number of the gift purchase, where the gift was purchased, the type and cost of gift, date of gift disbursement, and the reason for the gift. Depending on the type and cost of the gift, the form must also include the recipient’s information for tax reporting purposes.
To determine if the recipient’s information is required, see chart below.
In all cases when a cash or cash-equivalent gift is disbursed, the recipient’s information is required. If the gift was neither cash nor cash-equivalent, the recipient’s information is required only when
For questions regarding gift and incentive reporting and policies, please contact Accounts Payable by email at firstname.lastname@example.org or by phone at (434) 592-3328.