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 see the Gift Card Request Form Knowledge Base Article (designed to walk you through the Gift Card Request Form and process) or contact the Card Services Team at cardservices@iastate.edu or 515-294-7024 for assistance.

    Gift Card Options

    Recipient’s Choice of Electronic Gift Card - 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.

     

     

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

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

    The (Reward Link Recipient Template) that includes each recipient's full legal name and email address must be attached to the Gift Card Request Form. (Gift Card Request Form Knowledge Base Article)

     

    For each electronic rewards link for 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. 

     

    VISA Gift Cards 

    Physical (plastic) VISA 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. 

     

    Electronic VISA Gift Cards

    • Available in any dollar amount
    • No fees
    • Once claimed by recipient it is valid for 12 months.
    • Cannot be used internationally
    • Non-refundable
    • Gift Card recipient will receive email with instructions on how to activate the gift card and create an online profile within 3 business days.
    • An email with a link to the VISA electronic gift card will expire 30 days after it is sent.  (You may request that the email be resent by contacting cardservices@iastate.edu).  

     

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

     

    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 Gift Cards

    Physical (plastic) Amazon Gift Cards

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

     

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

    OR 

    • Amazon Gift Cards may be purchased through Amazon Business on cyBUY. 

     

    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. 

       

     

    Electronic Amazon Gift Cards

    • Available in dollar amounts $5 - $2,000 
    • No fees 
    • No expiration 
    • Cannot be used internationally 
    • Non-refundable 

    • Amazon Electronic Gift Cards may be purchased through Amazon Business on cyBUY.  

    • If you don't have access to Amzon Business on cyBUY please reach out to your Procurement and Expense Specialist (PES) 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 and email address of each card recipient 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. 

    Amazon Claim Codes

    • Available in any dollar amount
    • No fees 
    • No expiration 
    • The requester will receive electronic Amazon Claim Codes to deliver to recipients in an email, text message, or via any chosen method of distribution.
    • This option should only be used if you don't yet know the recipients and physical cards cannot be used. If you know the recipients, please utilize Electronic Amazon Gift Cards.
    • All Amazon Claim Codes will arrive via .CSV file in one batch.
    • Delivery time is 1 business day.
    • Cannot be used internationally 
    • Non-refundable 

     

    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. 

      

    Options for Purchasing Gift Cards From Other Suppliers 

    The Purchasing Card (P-Card) and Travel & Hospitality (T&H) Card can 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 must be attached, along with the itemized receipt, to the Expense Report in Workday.

    OR 

    Emailed to finance_delivery@iastate.edu, along with the itemized receipt, to be attached to the Expense Report in Workday. 

     

    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 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 

    Emailed to finance_delivery@iastate.edu ,along with the itemized receipt, to be attached 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. 

     

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

    OR 

    Emailed to finance_delivery@iastate.edu ,along with the itemized receipt, to 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 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 

    Emailed to finance_delivery@iastate.edu ,along with the itemized receipt, 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. 

    Index

    Gift Card Options

     

    Gift Card Request Form