Rapid Rewards Gift Card Procedures
The Rapid Rewards Program provides UITS supervisors with the opportunity to recognize individual team members with an immediate reward. Please note: use of the Rapid Rewards Program must be limited to recognition of individual achievement and not the achievement of an entire team. As part of this program, gift cards may be purchased for any denomination up to but not exceeding $50. Recognized employees may receive an award of one $50 gift card or less per reward instance.
Gift cards should be purchased through a requisition in Shop Catalogs from National Gift Card and following regular Accounts Payable procedures. You may not use a P-card to purchase a gift card. Gift Cards may not be purchased on grant accounts (4*& 5*) or state appropriations accounts (27*). Please use Object Code 5000 for this purchase. National Gift Card options include: VISA Reward (12 month expiration), American Express, Amazon, Kroger, Starbucks, Kohl’s, Target, and Wal-Mart, among others. Please assign a Designated Contact within the Explanation field of the requisition. The Designated Contact will be fully responsible for the proper management of the gift cards and reporting requirements.
Please note: The Visa Reward Card has a 12 month expiration date, while other card option do not expire. Expiration terms are listed within Shop Catalogs.
The unit ordering and distributing the gift cards must track distribution activity via the UITS Rapid Rewards Issuance Log, which will be sent via e-mail to the Designated Contact by the Finance Office upon approval of the requisition containing the gift card order. It is the responsibility of the Designated Contact to ensure that the yellow highlighted section of the Issuance Log is completed upon the award of each gift card. Additionally, the updated log must be submitted via e-mail to the UITS Payroll team (firstname.lastname@example.org) monthly by the 10th of the following month.
The proper security, handling, and reporting related to the Rapid Rewards program is the responsibility of the Designated Contact. As there are IU Policy, cash handling, and tax implications involved, this is a significant responsibility and must be managed as such. All gift cards should be kept in a locked and secure location until ready to be presented to the recipient(s). Issuance of a card must be logged and reported to the UITS Finance Office at the instructed intervals to allow for proper tax reporting and to meet audit requirements. Inability to manage the program effectively will result in suspension or termination of the program for the unit involved.
The UITS Payroll Department will keep a record of the gift cards in the Finance Office, as well as submit these lists to the University Tax Department and the UITS HR Team on a monthly basis within the corresponding Tax year. These gift cards will be included as income on the employee’s W-2 from the University.
For questions, please contact the UITS Payroll team at email@example.com or the UITS Accounts Payable team at firstname.lastname@example.org.