Purchasing Gift Cards

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 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.  

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

    Gift Card Options

    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.
    • International gift cards may be purchased for some currencies, please note these may include a 2% currency conversion fee.
    • Cancellation fee of $25 per gift card up to a maximum of $250 per order.

     

     

    • Available countries are listed in the Tango Catalog in cyBUY. If you have recipients in a country that is not listed, email cardservices@iastate.edu for assistance.   

       

    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 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 must be be attached to the cyBUY order along with the Reward Link Recipient Template that includes each recipient'sfull legal name, email address, and whether or not they are an Iowa State Employee.

     

    For each international gift card for any amount: 

    A signed Research Participant Receipt and Property Receipt Form must be be attached to the cyBUY order along with a completed W8 AND 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.

     

    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.

     

    • 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. 

     

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

    The Visa Gift Card Recipient Template containing the full legal name, address, and email address of each card recipient must be attached to the Gift Card Request Form (Gift Card Request Form Knowledge Base Article).

     

    For each electronic 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  

     

    • Procurement Services has physical $10, $15, $25, and $50 Amazon Gift Cards on hand and available for immediate use and can be ordered through the Gift Card Request Form. 

    • Payment is made through a Journal Entry in Workday initiated by Procurement Services. 

    OR 

     

    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).  

    OR 

    • If purchasing through cyBUY the signed forms must be attached to the PCV transaction in Workday. 

     

    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. 

    OR 

    • If purchasing through cyBUY the signed forms must be attached to the PCV transaction in Workday AND must be 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

    • If you don't have access to Amzon 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 with 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 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: 

    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. 

    For each Amazon claim code with an amount less than $100:

    A signed Research Participant Receipt and Property Receipt Form must be must be attached to the PCV transaction in workday. The PCV number will be emailed to the requester by cybuy@iastate.edu.  

     

    For each Amazon claim code with an amount of $100 or more:

    A signed Research Participant Receipt and Property Receipt Form must be must be attached to the PCV transaction in Workday (the PCV number will be emailed to the requester by cybuy@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. 

      

    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. 

    For each 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 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. 

    For each 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 itimized 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 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 itimized 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. 

    Index

    Gift Card Options