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  1. University of Arkansas for Medical Sciences
  2. Supply Chain
  3. Procurement
  4. Procurement Procedures
  5. Research
  6. Purchasing Gift Cards for Research Participants

Purchasing Gift Cards for Research Participants

Before You Start

  • Gift cards may only be purchased for Research Subjects or Workshop Participants; Gift cards may never be purchased for employees. 
  • Amazon Gift Cards are the only permissible gift cards.  
  • Gift Cards may only be purchased using a P-Card Requisition. A Petty Cash Fund must be established before initiating the Requisition. 
    • Even if you or someone in your department have a P-Card, you must use a P-Card Requisition to procure a gift card because only Buyers are authorized to purchase gift cards. 

Petty Cash Funds And Gift Cards

  • Gift cards are the equivalent of and treated as Petty Cash Funds. 
  • A Petty Cash Fund must be established with the Treasurer’s Office to purchase gift cards for use as payment to research subjects or workshop participants. 
  • Once a Petty Cash Fund is established, the Treasurer’s Office will assign an Identifying Control Number.  
  • The Identifying Control Number is required to submit a P-Card Requisition for the purchase of gift cards. 

Process

  1. Submit P-card Requisition following the instructions outlined in the Create A Purchase Requisition For A Gift Card QRG. 
  2. The gift cards get delivered to the Treasurer’s Office*.  
  3. Treasurer’s Office completes verification for the gift cards then notifies the Custodian (as indicated in the Requisition) that the cards are ready for pickup.  
  4. Custodian picks up gift cards and may issue to card recipients.

*A separate process exists for Requisitioners not located on Main Campus; the details are outlined in the Create A Purchase Requisition For A Gift Card QRG. 

Additional Help And Information

Refer to QRG – Create A Purchase Requisition For A Gift Card for step-by-step instructions. 

Refer to Admin Guide Policy 8.7.02 Petty Cash Funds to read supporting policy.  

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