Overview
This article demonstrates how to create a Gift Card Request for Employee or Non-Employee and Human Subject Compensation.
Essential Information
- Prior to initiating a Gift Card Request for Employees or Non-Employees and Human Subject Compensation, review information on policy and eligibility on the Blink pages on Visa Gift Cards.
- For Gift Cards - Human Subject payments, obtain a current stamped IRB approval letter and the compensation portion of the consent form and have scanned PDF on file to upload as attachment for Gift Cards Human Subject payments.
- Each Gift Card is assessed a $1.00 fee, chargeable to the Financial Information provided.
- Gift Cards are ready for pickup 5 business days AFTER the final approval by the Gift Card Reviewer. Gift cards must be picked up at Torrey Pines Center South 10280 N. Torrey Pines Road, Suite 415 La Jolla, CA 92037.
- Please email paymentservices@ucsd.edu to schedule an appointment for all Gift Card orders.
- Once ordered, gift cards cannot be returned. This includes lost, stolen, or unused gift cards.
Next Steps
How To Request Employee/Non Employee Gift Cards
1. Log into Concur.
2. Click Start a Request.
3. In the Request Header, in Request Type, select Gift Cards & Human Subject Payments.
4. Complete entering all required information pertaining to Card Request:
If you have questions on what to enter in Fund, Financial Unit or Function, speak with your Fund Manager:
a. Request Name
b. Request Date
c. Business Purpose: add supporting details about the request
d. Financial Unit
5. Click Create Request on the bottom right.
6. In the Expected Expenses section, click on Add.
a. Select Expense Type, either:
536200 - Gifts/Awards for Employees, 536300 - Gifts/Awards for Non-Employees
b. If cards are for different denominations, will need to repeat Steps #7 or #8, dependent on Expense Type
7. On the Expense tab, for Employee or Non-Employee Gift/Award, complete the following fields:
b. Type of Gift Card
c. Amount of Each Gift Card
c. Number of Gift Cards Needed
d. Comments
8. Add all Attendees, e.g. Gift Card recipients, to the Request.
NOTE: If you do not have the names of the recipients, this step is not required. Skip down to Step 15. If Gift Card Request is for Retirement or Length of Service, a name is required for this step.
9. In Attendees, click on Add.
10. Choose an Attendee Type and fill out the needed fields, click Search.
11. Click Add.
12. Repeat Steps #10-11. When completed adding Attendees, click Save.
13. Save the Expense.
14. Allocate the expense by checking the box and selecting "Allocate" above.
15. Select "Add" to select your department's chart string.
16. Once you have added your chart string, select "Save".
17. Select "Save" again if you are done.
NOTE: If a project and task is not used, a fund and function is necessary. If this is not provided, you will see a red exclamation mark icon like the one shown below.
18. Submit Request
19. Email Payment Services at paymentservices@ucsd.edu to schedule an appointment 5 business days after order is approved in order to pick up your gift cards.
How To Request Human Subject Payments
1. In the Expected Expenses section, click on Add.
a. Select Expense Type, either:
535100 - Human Subjects (Gift Card), 535100 - Human Subjects (Payment to PI)
2. On the Expense tab, for Gift Cards HS-payments, complete the following fields:
a. Expense Type, populated by step #8
b. Amount
b. Amount of Each Gift Card (for Gift Cards HS-payments ONLY)
c. Number of Cards Needed (for Gift Cards HS-payments ONLY)
d. Mail Code - For Payment to PI, please be sure that the Mail Code on file for the PI is accurate for successful and timely mailing. If a hold for pickup is needed, please email paymentservices@ucsd.edu to schedule an appointment.
e. Project Number
f. IRB approved project?
g. Project certified exempt from IRB?
h. PI Name
i. Will individual receive $600 or more in a calendar year? - It is the department's responsibility to keep track of individuals that will be compensated more than $600 in a year.
j. Department Coordinator Name
k. Department Coordinator Email
l. Department Coordinator Phone
m. Comment
3. Click Save, an Expense line will now populate on the left side of the page.
4. Note the $1.00 charge added per card.
5. Add Attachments for Gift Cards HS-payments, select Attachments, Add Attachments.
6. In Document Upload and Attach, select Browse, select file, click Upload, close dialog box.
NOTE: IRB is required. IRB attachments must clearly display the IRB expiration date and the compensation approval.
7. Allocate the expense by checking the box and selecting "Allocate" above
8. Select "Add" to select your department's chart string
9. Once you have added your chart string, select "Save".
10. Select "Save" again if you are done.
NOTE: If a project and task is not used, a fund and function is necessary. If this is not provided, you will see a red exclamation mark icon like the one shown below.
11. Select "Submit Request".