Can students use MUlaa to purchase a gift card?
No. Just as they cannot use the Gift Cards to pay/purchase MUlaa or Meal Plan dollars, we cannot go from an account to account.
Can a customer purchase multiple gift cards in one transaction?
No. Unfortunately, if you try to load multiple cards in one transaction, our system will not load funds onto the gift cards. If a customer wants three $25 cards, you must complete three separate transactions.
Can a Department use an account code to purchase gift cards?
Yes. Advance authorization from Accounts Payable using the Gift Card Authorization Request Form (https://miamioh.edu/fbs/_files/documents/controller/ap/gift-card-purchase-author.pdf) is required prior to the purchase of gift cards.
With approval:
- Miami on-campus gift cards may be purchased using a Hosting document.
Approved business activities are strictly limited to:
- Gift cards used to compensate Human Research Subjects (as defined by the Office of Research and Innovation).
- Gift Cards used as gifts/prizes/drawings for university or student events if they are not purchased for a specific person. Gift cards are limited $25 per person and $100 for the event. Amounts exceeding these limits must be approved in writing by the Senior Vice President for Finance and Business Services.
Gift cards may not be purchased using personal funds and submitted for reimbursement.
Gift cards, regardless of the value, are considered cash payments by the Internal Revenue Service (IRS) and are taxable regardless of the dollar amount. There is no such thing as a de minimis gift card. The Gift Card Distribution Log (https://miamioh.edu/fbs/_files/documents/controller/ap/miami-gift-card-distribution.pdf) must be completed and submitted to Accounts Payable for tax reporting,
Expenditures for gift cards that violate this policy will be denied for reimbursement or require the individual to reimburse the University for the unauthorized expenditure and may be grounds for disciplinary action.
Exceptions
Any request for an exception to these rules must be made, in writing, to the Senior Vice President for Finance and Business Services
Cashier will need to write the Gift Card # or range of numbers on the hosting form. In addition, the cashier should also attach receipt(s) for the gift card(s) purchased to the hosting form.
MU Departments purchasing cards can only distribute cards to students, not faculty/staff and must complete a Gift Card Distribution Log and send to Accounts Payable after distribution of all gift cards.
When a department requests dining gift cards, cards issued are tracked on the "Dining Gift Card Tracking" Google Doc.
Sample email to send confirming cards are loaded and ready for pick up:
Good afternoon <FIRSTNAME>. Thank you for sending the completed hosting form for the (2) dining gift cards: (1) $10 card and (1) $5 card. Funds are now loaded on the cards and they are in an envelope at the front counter of the Campus Services Center with your name on it. A Gift Card Distribution Log (https://miamioh.edu/fbs/_files/documents/controller/ap/miami-gift-card-distribution.pdf) must be completed and requires the signature of each gift card award recipient. When you distribute a card to a student, you must fill in the name/unique ID/date/amount and have the student sign the form. After all cards are distributed and the log is complete, please scan and email the form to Accounts Payable.
NOTE: cards are not permitted to be give to faculty/staff, these are for student use only.
Please let me know if you have any questions.
Sherri
Notes:
Dining Gift Cards are magstripe only cards, they can't be used at vending machines or parking garages due to those POS devices being tap only.