All gift card purchases must have a legitimate university business purpose and comply with Iowa State University policies regarding cash, gift certificates, and other property.   

Gift cards are for participant payments, awards, prizes, and employee milestone recognition and cannot be used to pay suppliers for goods or services, to pay any type of wages or compensation, or be used for personal purchases.  Gift cards cannot be used as a cash advance for travel expenses.

Gift cards are the same as cash and must be handled accordingly, ensuring adequate controls are in place to safeguard, store, and prevent loss.  Until disbursed, gift cards should be secured and locked or stored in a location appropriate for money storage.  

Procurement Services recommends that gift cards be tracked by card number to ensure proper documentation of gift cards. To assist in gift card tracking, you can use the Gift Card Inventory Log as an optional way to track gift cards by their numbers and when they are given out. We will automatically provide this log for gift card orders of 10 or more cards when ordered through our gift card program.

If gift cards are lost before they can be given to the intended recipients, a Certificate of Missing Gift Cards must be completed and attached to the original documentation for the gift card purchase (e.g., journal entry, procurement card verification, or expense report). This form should be completed for any physical gift card that does NOT have a signed Research Participant Receipt and Property Receipt Form completed by the recipient of the gift card.

If you have questions about purchasing a gift card, please select a gift card option from the list below, and click the How To Buy link.

Recipient’s Choice of Electronic Gift Card (including Mastercard)

Electronic Reward Link to Tango Card Rewards Catalog
  • Available in any dollar amount
  • Recipient will receive an email providing the Reward Link when Procurement Services processes the request.
  • The recipient can choose to split the dollar amount between multiple gift cards.
  • The Reward Link allows the recipient to choose their own gift card(s) from the full Tango Card Rewards Catalog.
  • Cancellation fee of $25 per gift card up to a maximum of $250 per order.

  • Step-by-step visual instructions for purchasing electronic rewards links through Tango in cyBUY can be found in our Quick Reference: cyBUY Ordering.
  • A range of gift card amounts is available in cyBUY. If you need additional denominations or international options, please complete this Smartsheet form to submit your request.   

For each electronic rewards link for an amount less than $100: 

The Reward Link Recipient Template that includes each recipient's full legal name, email address, and whether or not they are an Iowa State Employee (including student employees) must be attached to the cyBUY Order.

For each electronic rewards link for an amount of $100 or more: 

A signed Research Participant Receipt and Property Receipt Form for each recipient must be attached to the cyBUY order along with the Reward Link Recipient Template that includes each recipient's full legal name, email address, and whether or not they are an Iowa State Employee (including student employees).

VISA Physical (plastic) Gift Cards

  • Available in any dollar amount of $25.00 or more
  • No fees
  • Valid for 24 months
  • Cannot be used internationally
  • Any unused gift cards may be returned to Procurement Services
  • 12 months after your request is processed by Procurement Services U.S. Bank will begin charging a $3.00 fee to the card each month.

  • Step-by-step visual instructions for purchasing physical (plastic) Visa Gift Cards in cyBUY can be found in our Quick Reference: cyBUY Ordering.  
  • A range of gift card amounts is available in cyBUY. If you need additional denominations, please complete this Smartsheet form to submit your request.  
  • Payment is made through a Journal Entry in Workday initiated by Procurement Services. 

For each gift card with an amount less than $100: 

A signed Research Participant Receipt and Property Receipt Form must be must be emailed to finance_delivery@iastate.edu to be attached to the Journal Entry in Workday (make sure to include the JE Number that is emailed to you by cardservices@iastate.edu).  

 

For each gift card with an amount of $100 or more: 

A signed Research Participant Receipt and Property Receipt Form must be must be emailed to finance_delivery@iastate.edu to be attached to the Journal Entry in Workday (make sure to include the JE Number that is emailed to you by cardservices@iastate.edu).  

AND sent to the Tax Office, 2423 ASB or via email to taxoffice@iastate.edu, in order to meet IRS tax reporting requirements. 

Amazon Physical (plastic) Gift Cards

  • No fees
  • No expiration
  • Cannot be used internationally
  • Any unused gift cards may be returned to Procurement Services  

  • Step-by-step visual instructions for purchasing physical (plastic) Amazon Gift Cards in cyBUY can be found in our Quick Reference: cyBUY Ordering.
  • A range of gift card amounts is available in cyBUY. If you need additional denominations, please complete this Smartsheet form to submit your request.  
  • Payment is made through a Journal Entry in Workday initiated by Procurement Services. 

For each gift card with an amount less than $100: 

A signed Research Participant Receipt and Property Receipt Form must be emailed to finance_delivery@iastate.edu to be attached to the Journal Entry in Workday (make sure to include the JE Number that is emailed to you by cardservices@iastate.edu).  

For each gift card with an amount of $100 or more: 

A signed Research Participant Receipt and Property Receipt Form must be emailed to finance_delivery@iastate.edu to be attached to the Journal Entry in Workday (make sure to include the JE Number that is emailed to you by cardservices@iastate.edu).  

AND sent to the Tax Office, 2423 ASB or via email to taxoffice@iastate.edu, in order to meet IRS tax reporting requirements. 

Amazon Electronic Gift Cards

  • Available in dollar amounts $5 - $2,000
  • No fees
  • No expiration
  • Cannot be used internationally
  • Non-refundable
  • Limit of $10,000 of Amazon.com gift cards per order

  • Amazon Electronic Gift Cards may be purchased through Amazon Business on cyBUY. Quick Reference: cyBUY Ordering
  • If you don't have access to Amazon Business on cyBUY please reach out to your Procurement and Expense Specialist (PES) via finance_delivery@iastate.edu with a request to make the purchase on your behalf.

For each electronic gift card for an amount less than $100: 

The Amazon Gift Card Recipient Template for submitting full name, email address, and whether or not each gift card recipient is an Iowa State Employee (including student employees) must be attached to the PCV transaction in Workday. A copy of the Amazon confirmation screen showing who the electronic gift cards were sent to must also be attached to the PCV transaction in Workday.

For each electronic gift card with an amount of $100 or more: 

The Amazon Gift Card Recipient Template for submitting full name, email address, and whether or not each gift card recipient is an Iowa State Employee (including student employees) must be attached to the PCV transaction in Workday AND a signed Research Participant Receipt and Property Receipt Form must be must be emailed to finance_delivery@iastate.edu to be attached to the PCV transaction in Workday AND sent to the Tax Office, 2423 ASB or via email to taxoffice@iastate.edu, in order to meet IRS tax reporting requirements. 

Other Options for Purchasing Gift Cards

If the options listed above do not meet your needs, please reach out to cardservices@iastate.edu and we will work with you and your specific situation to find a solution that best fits your needs.

 

The Purchasing Card (P-Card) and Travel & Hospitality (T&H) Card can also be used in the following instances to purchase gift cards: 

T&H Card 

  • May be used to purchase gift cards from restaurants or coffee shops. Cannot be used to purchase Amazon Gift Cards.
  • Signed Research Participant Receipt and Property Receipt Form for each recipient must be attached to the Expense Report in Workday within 30 days of the transaction date.

For each physical (plastic) gift card with an amount less than $100: 

A signed Research Participant Receipt and Property Receipt Form must be attached, along with the itemized receipt, to the Expense Report in Workday.

OR 

A signed Research Participant Receipt and Property Receipt Form must be attached, along with the itemized receipt, to the Reconcile T&H Transactions Request Form.

For each physical (plastic) gift card with an amount of $100 or more:

A signed Research Participant Receipt and Property Receipt Form must be attached, along with the itemized receipt, to the Expense Report in Workday. AND sent to the Tax Office, 2423 ASB or via email to taxoffice@iastate.edu, in order to meet IRS tax reporting requirements. 

OR 

A signed Research Participant Receipt and Property Receipt Form must be attached, along with the itemized receipt, to the Reconcile T&H Transactions Request Form. AND sent to the Tax Office, 2423 ASB or via email to taxoffice@iastate.edu, in order to meet IRS tax reporting requirements. 


P-Card  

  • May be used to purchase gift cards from retailers other than restaurants and coffee shops (Hy-Vee, local businesses, etc.). Cannot be used to purchase Amazon Gift Cards.
  • Signed Research Participant Receipt and Property Receipt Form for each receipient must be be attached to the PCV in Workday within 30 days of the transaction date.

For each physical (plastic) gift card with an amount less than $100: 

A signed Research Participant Receipt and Property Receipt Form must be must be attached, along with the itemized receipt, to the PCV transaction in Workday.

OR 

A signed Research Participant Receipt and Property Receipt Form must be attached, along with the itemized receipt, to the Complete Procurement Card Verification (PCV) Form.

For each physical (plastic) gift card with an amount of $100 or more: 

A signed Research Participant Receipt and Property Receipt Form must be must be attached, along with the itemized receipt, to the PCV transaction in Workday AND sent to the Tax Office, 2423 ASB or via email to taxoffice@iastate.edu, in order to meet IRS tax reporting requirements. 

OR 

A signed Research Participant Receipt and Property Receipt Form must be attached, along with the itemized receipt, to the Complete Procurement Card Verification (PCV) Form. AND sent to the Tax Office, 2423 ASB or via email to taxoffice@iastate.edu, in order to meet IRS tax reporting requirements.