Gift Card Policy | Policies

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Gift Card Policy

Gift Card Policy

Owner: Budget, Planning & Business Services

I. Overview

The purpose of this policy is to guide faculty through the process of obtaining gift cards as tokens of appreciation to guest speakers and study participants.

Similar to the College’s Honorarium Policy, gift card recipients may not be TC students or employees.  Any payment to a student already employed by the College must be paid as a supplement to the student's current appointment or through a new appointment.  Contact HR on how best to pay a student for providing a service that would be defined as an honorarium or if the work would otherwise be done by an external person.

To ensure compliance with the College’s tax withholding and reporting obligations, gift cards may not be purchased via Purchasing Card, Purchase Order or through expense reimbursement.  The request to purchase gift cards must be approved by the appropriate Department Chair or Vice President.  In addition, the request form must be approved by the Accounting Manager located in room 175 Grace Dodge for non-grant indices or the Director of Grants & Contract located in room 47 Horace Mann for grant indices.

Per Internal Revenue Service (the “IRS”) rules, gift cards are considered taxable income to employees regardless of the face amount of the gift card; therefore, departments are prohibited from giving any gift cards to College employees.

The College is obligated to report, as other compensation, all payments (including gifts) to non-employees when the cumulative value of the payments (including gifts) exceeds $600 per calendar year on Form 1099-MISC. 

 

II. Procedures

Please complete the Gift Card Form - https://bit.ly/44tonez  This form must be approved by the appropriate Department Chair or Vice President.  In addition, the request form must be approved by the Accounting Manager (vlg2116@tc.columbia.edu) located in room 175 Grace Dodge for non-grant indices or the Director of Grants & Contract (jlh2172@tc.columbia.edu) located in room 47 Horace Mann for grant indices.  You may forward the completed form to the Purchasing Department at purchasing@tc.columbia.edu for their review and approval.

Note:  There is a maximum of $200 per gift card recipient.

A. For Columbia University Barnes & Noble (preferred method of obtaining gift cards): Upon Purchasing’s approval the form can be taken to CU B&N Bookstore for the requested gift cards.

B. Other types of Gift Cards (e.g. Amazon): Since departments are prohibited from using their departmental P-Card to procure gift cards, Purchasing will purchase the gift cards, on the department’s behalf, using the Purchasing Department’s P-Card with the transaction charged to the index recorded on the Gift Card form.

A separate form must be completed for each program or activity - i.e. a specific study, a specific event, etc. and must be specified in the "Event Description" section on the form.

 

III. Control of Gift Cards

Gift Cards should be kept under lock and key at all times to ensure proper physical security and to protect from theft and loss.  Also, please be aware that gift cards are not replaceable if lost or stolen.

If you have any questions on purchasing a gift card, please contact the Purchasing Department at purchasing@tc.columbia.edu.

 

Responsible Office: Budget, Planning & Business Services

Effective Date: July 19, 2018

Last updated: February 2024

 

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