Updates to Purchasing Gift Cards through Procurement Services – Electronic gift cards will soon be available through cyBUY!
Procurement Services is making a big update to our Purchasing Gift Cards Program! You will soon be able to order electronic gift cards, including MasterCard gift cards, through the Tango Catalog in cyBUY!
If you haven’t used cyBUY in a while, check out our Quick Reference: cyBUY Ordering for a visual step-by-step guide! As soon as we've completed final testing, you will find an additional section that includes instructions just for completing electronic gift card orders!
If you are looking to purchase gift cards for university business purposes, including participant payments, awards, prizes, and/or recognition, there are some benefits of purchasing them through Procurement Services.
- Gift cards are charged directly to your Worktag.
- When ordering electronic gift cards with an amount less than $100 for use in the US:
- Research Participant Receipt and Property Receipt Forms do NOT have to be collected for gift cards purchased for use in the US.
- When ordering electronic gift cards with an amount of $100 or more for use in the US:
- Research Participant Receipt and Property Receipt Forms will need to be collected. When you are able to order electronic gift cards through cyBUY, you will no longer have to separately submit the forms to the Tax Office. At that time the Research Participant Receipt and Property Receipt Forms will need to be uploaded as an attachment when submitting your order in cyBUY and will be retained as an attachment to the order in Workday.
- When ordering physical (plastic) gift cards for any amount:
- Research Participant Receipt and Property Receipt Forms will need to be collected for each physical (plastic) gift card requested for any amount. Additionally, for those gift cards that are for amounts that are $100 or more, the completed form must also be sent to the Tax Office via email to taxoffice@iastate.edu, to meet IRS tax reporting requirements.
- Due to the necessity for documentation to be provided within 90 days (particularly for grants or restricted fund sources) it is recommended that you only request the physical (plastic) gift cards that you are confident can be distributed and have signed Research Participant Receipt and Property Receipt Forms collected and submitted within 90 days.
- We are happy to fill multiple orders for smaller quantities that you are certain you can use and have signed documentation submitted within 90 days!
- We are happy to fill multiple orders for smaller quantities that you are certain you can use and have signed documentation submitted within 90 days!
- Beginning January 23rd when completing the Gift Card Request Form, you will be required to provide a Department Discretionary Program Worktag in addition to the worktag you intend to cover the expense.
- The cost of the gift cards will be charged to the Department Discretionary Program Worktag if the completed Research Participant Receipt and Property Receipt Forms aren’t provided within the 90-day limit.
- If you are unsure what discretionary program Worktag would be appropriate (or what one even is), your Cost Center Managers, or CCMs, will be able to help!
- The cost of the gift cards will be charged to the Department Discretionary Program Worktag if the completed Research Participant Receipt and Property Receipt Forms aren’t provided within the 90-day limit.
- Research Participant Receipt and Property Receipt Forms will need to be collected for each physical (plastic) gift card requested for any amount. Additionally, for those gift cards that are for amounts that are $100 or more, the completed form must also be sent to the Tax Office via email to taxoffice@iastate.edu, to meet IRS tax reporting requirements.
Additional information on each type of gift card available through the Procurement Services Gift Card Program (including international options), as well as how to buy the card and the documentation required, can be found on our Purchasing Gift Cards Webpage. As soon as final testing has been completed and you are able to order electronic gift cards, including MasterCard gift cards, through the Tango Catalog in cyBUY the Purchasing Gift Cards Webpage will be updated with the new how to buy information.
If you have questions or would like to walk through the gift card ordering process (including ordering electronic gift cards through cyBUY), the Card Services Team will be offering Purchasing Gift Cards Orientation sessions via Webex on Wednesday, February 7th from 1-2 PM and Tuesday, February 13th from 9:30-10:30 AM. Please use this link to register for either Purchasing Gift Cards Orientation session through Workday Learning.