Gift Card Purchases
General Guideline
Gift cards should not be purchased for employees nor should a gift card be more than $50 per occurrence.
Gift cards need to be approved before purchasing. This can be done by submitting an approval form to umscreditcards@maine.edu. PIs should be careful when creating budgets that may involve gift cards. They will need to follow this guidance and procedure procurement has in place when purchasing. The link to the approval form is below
Authorization for the Purchase of Gift Cards
All gift cards must be tracked on a disbursement log. The form must be completed to record the distribution of all gift cards purchased at the department level, not per sponsored project – even if only one card is purchased for one individual. The link to log is below
Gift Card/Certificate Disbursement Log
Any individual receiving a gift card must fill out and sign the gift card acceptance agreement. Like to form is below
Gift Card/Certificate Acceptance Agreement
The original proof of purchase, Authorization for the Purchase of Gift Cards form, acceptance agreement, and disbursement log must be kept on file by the department.
It’s important to note that the department is responsible for submitting a copy of the log, related authorization forms, and acceptance agreements to accounts payable, at umap@maine.edu. If gift cards issued to an individual exceed $600 in a calendar year, then a completed IRS Form W-9 must also be submitted to accounts payable. Submission of the log and all related forms should be done at calendar year-end, 12/31/XXXX
For questions or concerns please email umscreditcards@maine.edu
(Effective 9/27/22)