Purchasing Gift Cards

Gift Card/E-Card Request (Non-Employees)

Disbursement requests for Non-Employees are managed by Student Finance Solutions (SFS) office. Disbursements can be made in the form of gift cards or e-codes.

  • University of California Policy G-42 states that non-cash awards may not exceed $600, per individual, within a calendar year. It is the awarding department and non-employee’s responsibility to maintain a record of award amounts and their recipients to ensure the maximum is not exceeded. In the event a non-employee receives recognition exceeding these limits, it must be reported by the University via Form 1099. It will be the awarding department’s responsibility to request a Form 1099.
  • Please complete the most recent version of the required form(s) entirely and accurately, or your request may be rejected, and processing may be delayed. (https://ucla.app.box.com/s/ar949mdo9k61bmmux3qonzuiku7aep9m) 
  • Depending on the vendor and payment type, gift card or e-code delivery may take up to four (4) weeks. This estimated fulfillment time assumes all required forms have been accurately submitted to SFS. Please plan accordingly.

*Resources: UCLA Business & Finance Solutions, Payments Solutions & Compliance Office

Instructions – Submitting a Non-Employee Gift Card/E-Card Request:

  1. Complete the Non-Employee Disbursement Form and send the form to your Fund Manager/Director.

  2. Fund Manager/Director will verify funding and send to SON-Business Office for processing.
  3. Purchasing Coordinator will process the order within 48 hours of receipt.   
  4. SFS Office will inform you once the request is approved and ready for delivery. 

Gift Card/E-Card Request (Employees)

UCLA Student Finance Solutions (SFS) administers the Employee Recognition and Reward Program (ERRP), in which non-cash awards in the form of either gift cards, e-codes, or BruinCard Easy Pay deposits are distributed for the purchase of goods (not services). The Student Accounts Office (SAO) assists in coordinating disbursements. 

Please review the University and IRS Regulations for employee recognition requests and expand the instructions for submitting a request based on the applicable disbursement type.

  • Requesting departments must be in compliance with BUS-49 (Policy for Cash and Cash Equivalence Received), UCLA Policy 361 (Cash Handling and Security), UC G-41 (Employee Non-Cash Awards), and UCLA Safe Requirements (if storing gift cards).
  • University of California Policy G-41 states non-cash awards may not exceed $75.00 per award, per employee, with a maximum of three awards per employee per calendar year. For retirement award restrictions, please refer to Policy G-41. It is the awarding department and employee’s responsibility to maintain a record of award amounts and their recipients to ensure the maximum is not exceeded. 
  • In the event an employee receives recognition exceeding these limits, it must be reported on their W-2 (please consult with the HR Office for reporting procedures).

*Resources: Employee Recognition Request

Instructions – Submitting an Employee Gift Card/E-Card Request:

  1. Complete the SON-Employee Disbursement Request Form and send the form to your Fund Manager/Director.
  2. Fund Manager/Director will verify funding and send to SON-Business Office for processing.
  3. Purchasing Coordinator will process the order within 48 hours of receipt.   
  4. SFS Office will inform you once the request is approved and ready for delivery. 
     

Forms 

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