Gift Card Forms StepbyStep review of the Gift

Gift Card Forms Step-by-Step review of the Gift Card Forms Last Revised 4/21/2021

Gift Card Forms Introduction The Gift Card forms will be used to request pre-approval, log recipients, and acknowledge distribution for all gift cards. The purchase and use of such items requires strict accountability – gift cards may only be used for prizes and awards or to compensate human subject research participants. Gift card forms: 1. Gift Card Request Form 2. Gift Card Recipient Log * 3. Gift Card Payment Acknowledgment * *This form must be: • Utilized for all gift card recipients with the exception of Clin. Card studies • Submitted to giftcards@rowan. edu within 30 days or sooner from the end date of the event/study/program • Completed in its entirety 3

Gift Card Request Form Definition Gift Card Request Form • This form will be used to request preapproval for all gift cards in accordance with the Gift Card Policy. • The purchase and use of such items requires strict accountability – gift cards may only be used for prizes and awards or to compensate human subject research participants. • Complete for both Clin. Card and Other Gift Card requests. 4

Gift Card Request Form Fillable PDF Form The Gift Card Request Form is a fillable PDF form that works best with Adobe Acrobat Reader. Complete the following steps to verify your default settings: 1. Right click any PDF document on your desktop 2. Click Properties 3. Review Opens With: 4. Verify Adobe is listed If Adobe Acrobat Reader is not listed as the default continue to the next slide. 5

Gift Card Request Form Fillable PDF Form 1. Click Change 2. Select Adobe Acrobat Reader DC 3. Click OK 4. Select Apply 6

Gift Card Request Form Section 1 – Custodian/Study Coordinator Information - individual requesting gift cards Who should complete this form? • This form should be completed by the individual (Custodian/Study Coordinator) requesting the gift cards. Complete all fields to ensure the administrator can identify the correct individual in Banner and contact them with questions or clarifications. • Custodian/Study Coordinator is responsible for disbursing, collecting, reconciling and submitting the gift card supporting documentation to Accounts Payable, giftcards@rowan. edu. • Also, this person will be the individual set up in the Clin. Card system to distribute and load the Clin. Cards. 7

Gift Card Request Form Section 2 – Method for Purchasing Gift Cards - select one Which type of gift cards will you be requesting? Choose between Clin. Card or one of the approved contracted vendors. A. Clin. Card (Re-loadable Visa Card) • Physical Card • Virtual Card • Both B. Other Gift Cards: • Amazon e. Gift Card • TD Bank VISA Card • Other Vendor • Fill in Vendor Name when selecting Other Vendor Reminder: Attach supporting documentation justifying the need for other gift cards 8

Gift Card Request Form Section 3 – Gift Card Information Why are gift cards needed? • Fill out one of the following fields: • Grant Name • Event Name • How often are the Gift Cards needed: (this section will only be used when selecting Other Gift Cards) Will you be picking up the cards all at once, weekly, monthly, etc. 9

Gift Card Request Form Section 3 – Gift Card Information • Estimated budget: Enter the amount for the entire event/study/program, include all fees. • Dates: Enter the date you require to pick up the gift cards, as well as, the date you intend to distribute the gift cards. • Who will receive cards: Select the group you will be distributing the gift cards to employees, students, etc. • Detailed description: Tell us a little bit about your event/study/program. This will assist Finance in determining the type of gift card that would be most appropriate. 10

Gift Card Request Form Section 4 – Institutional Review Board (IRB) Study Information - Research Only IRB Offices mission is to support the University's research enterprise by ensuring the protection of individuals who participate in research; ensuring compliance with federal and state laws and regulations; fostering the ethical conduct of human subjects research; and providing education and other services to the University's researchers regarding regulatory requirements and best practices. Who completes this section? • IRB Research Studies only. All other requests can skip this section. • Study Name: This information will be used to identify the study in Clin. Card • Were gift cards previously issued for this study? Select Yes or No Section 4 continued on next page 11

Gift Card Request Form Section 4 – Institutional Review Board (IRB) Study Information - Research Only • Additional PI or Study Coordinator Name: If your study has two or more individuals that will be responsible for distributing and loading Clin. Cards, provide their name in this section. This will ensure them access to the study in the Clin. Card system. • IRB Authorization Number: Must be included for the request to be approved. • IRB Study Title: Provide the IRB study title if different than the study name. • Include IRB documentation & authorization when sending your Gift Card Request Form to giftcards@rowan. edu. 12

Gift Card Request Form Section 5 – Fund & Account Information What is the funding source and what account will you be using? • Funding Source: Select either grant or institutionally funded. • Banner FOAPAL: Provide the FOAPAL(s) to charge the expense for the gift card request. • Verify budget is available for the gift card request. Select Yes or No 13

Gift Card Request Form Section 6 – Gift Card Dominations & Quantity Which type of card did you select from above in Section 2? • When selecting a gift card method in Section 2 from above, the Card Type in Section 6 will auto populate. For Example: • When selecting Both under Clin. Card – Reloadable Visa Card in Section 2, you will be directed to use the calculation form, which will only be available on page four of the gift card request form when selecting this option. More information regarding the Calculation Form provided on slide 27 14

Gift Card Request Form Section 6 – Gift Card Dominations & Quantity What are your Clin. Card fees for this request? The physical card & virtual card fees will auto populate based on the selection from Section 2. Physical Card fees: Auto populates Virtual Card fees: Section 6 continued on next page 15

Gift Card Request Form Section 6 – Gift Card Dominations & Quantity How many cards do you need for this request? Clin. Card Request: • Quantity of Cards Needed: Enter the number of participants for your research study. Other Gift Cards Request: • Quantity of Cards Needed: Enter the number of cards need for the request. • Amount Per Card: When selecting “Other Gift Cards” in Section 2, this field will state “Amount Per Card”. Enter the individual dollar amount per card. • For example: 5 cards at $10. 00 a piece Section 6 continued on next page 16

Gift Card Request Form Section 6 – Gift Card Dominations & Quantity How many times will you load an individual card with a payment? • Load Per Card: Clincard “Load” definition - Each time a payment is submitted onto the card. • Clin. Card is the only reloadable card and this field will only be accessible when selecting Clin. Card • Study coordinators will be creating the load/payment schedule based on the study’s requirements. • Each time the participant completes a phase (day, visit, survey) of the schedule, the study coordinator will load payment onto the Clin. Card for each participant. • There will be a fee on each load for each participant. For example: A 20 participant study, requiring attendance on 4 different days: enter 4 under Load Per Card • Fee Per Load: • Clin. Card: “Fee Per Load” field will auto populate load fee. • Other Gift Cards: Will not accommodate multiple loads and this field will not be accessible. 17

Gift Card Request Form Section 6 – Gift Card Dominations & Quantity Auto populates 4 20 Formula: Clin. Card formula calculation example: ( 20 Participants x Fee per card*) + (Load per card 4 different visits *See website for fees x Fee Per Load* = x Total Fee Amount 20 Participants) 18

Gift Card Request Form Section 7 – Gift Card Payment Schedule/Milestones - use a separate sheet for more than 14 loads What is a Milestone? Schedule/Milestone: Payment schedule will be defined as milestones in the Clin. Card system. Note: After you select Card Type from Section 6 the formulas will appear in Section 7 Before After Section 7 continued on next page 19

Gift Card Request Form Section 7 – Gift Card Payment Schedule/Milestones - use a separate sheet for more than 14 loads • Load/Payment # (1, 2, 3, 4, etc. ): The number of phases (day, visit, survey) the recipient will be participating during the study. • If your study requires more than 14 loads, use a separate sheet of paper to log those additional visits. Reminder: the calculations will not account for those additional loads. Section 7 continued on next page 20

Gift Card Request Form Section 7 – Gift Card Payment Schedule/Milestones - use a separate sheet for more than 14 loads • Amount Per Visit: Enter the payment amount for each visit. For example: 20 participants will receive: • Day 1: $10. 00 • Day 2: $20. 00 • Day 3: $25. 00 • Day 4: $10. 00 • Quantity of Cards: Fill in the quantity of cards being distributed during each visit. In this example we will use 20 participants. Section 7 continued on next page 21

Gift Card Request Form Section 7 – Gift Card Payment Schedule/Milestones - use a separate sheet for more than 14 loads • Total Gift Card Dollar Amount: Sections 6 & 7 were created to auto calculate the total budget amount for our users. By filling out these fields as previously shown, the gift card fees will be combined with the participant payments to give you the Total Gift Card Dollar Amount. *See website for fees 22

Gift Card Request Form Section 8 – Signature and Consent By signing this application the custodian/study coordinator/PI acknowledges that they have read the policy, are responsible for safeguarding, disbursing, tracking the distribution of the cards, and submitting the appropriate forms. Also, they are responsible for collecting and providing to Accounts Payable the required tax information from the gift card recipients. 23

Gift Card Request Form Section 9 – Gift Card Approval All approvals are required. Each approver is certifying that they are in agreement with the request, knowledgeable and compliant with university policies and regulations. Ensure all signatures have been captured before sending form to giftcards@rowan. edu. 24

Gift Card Request Form Finance Distribution & Tracking Do I need to complete the Finance Distribution & Tracking section as the custodian/study coordinator? No, this section will be filled out by the finance department once you come to pick up the gift cards. 25

Gift Card Request Form Gift Card Procedures What are the gift card procedures? The third page of the Gift Card Request Form is a quick overview of the gift card procedures for Clin. Card and Other Gift Cards. More gift card information can be found on the Accounts Payable website: https: //sites. rowan. edu/accountspayable/gift_cards/index. html 26

Gift Card Request Form Gift Card Calculation Form What is the purpose of the Gift Card Calculation Form? The Gift Card Calculation Form will allow you to calculate Clin. Card fees and total dollar amounts when requesting BOTH physical & virtual cards. This form will only be visible when selecting Both in Section 2 of the gift card request form. Continued on next page 27

Gift Card Request Form Gift Card Calculation Form How do I use Gift Card Calculation Form? This form is comparable to Gift Card Request Form Sections 6 & 7. This form will allow you to calculate fees and totals for both physical and virtual cards then combine the amounts for a final total. Section 1 – Physical Cards Continued on next page 28

Gift Card Request Form Gift Card Calculation Form Section 2 – Virtual Cards Section 3 – Total This section will calculate the total budget amount for the request. See example on next page 29

Gift Card Request Form Gift Card Calculation Form Example of completed Calculation Form: Physical Cards needed: 10 Load Per Card: 4 Fees: (auto populated) *See website for fees Virtual Cards needed: 5 Load per card: 4 Fees: (auto populated) *See website for fees There are 15 participants and this study requires them to complete 4 different portions of a study: i. e. surveys, doctor visits, other 30

Gift Card Request Form Gift Card Procedures The third page of the Gift Card Request Form is a quick overview of the gift card procedures for Clin. Card and Other Gift Cards. More gift card information can be found on the Accounts Payable website: https: //sites. rowan. edu/accountspayable/gift_cards/index. html 31

Additional Forms for Paper-Based Process Clin. Card: Clin. Card users are only required to complete the Gift Card Request Form. The Clin. Card system captures the necessary recipient information electronically; therefore, no other forms are required. Clin. Card provides a secure electronic method and enhances processing, tracking, reporting of participant information. Other Gift Cards: When requesting other gift cards the following paper forms must be completed and submitted to Accounts Payable, giftcards@rowan. edu, within 30 days or sooner from the end date of the event/study/program. • Gift Card Recipient Log • Gift Card Payment Acknowledgment 32

Gift Card Recipient Log Definition Gift Card Recipient Log • This form will be used to track multiple gift card recipients receiving gift cards outside of the Clin. Card system. • The form must be submitted to Accounts Payable within 30 days or sooner from the end date of the event/study/program. • The form must be completed in its entirety. 33

Gift Card Recipient Log IRS Tax Compliance Gift Card Recipient Log • The University must comply with Internal Revenue Code Section 132 as it pertains to gift cards and gift certificates at all times. • The value of gift cards given to nonemployees is taxable and reportable income on IRS form 1099 if the value of gift cards plus any other non-W 2 compensation received by an individual from the University as a whole aggregates to an amount of $600. 00 or more per calendar year. • This form is also used to issue Form 1099 to the recipient, if applicable. 34

Gift Card Recipient Log Section 1 - Purpose What is the purpose of the gift card recipient log? • This form is used to track multiple gift card recipients by the custodian/study coordinator in accordance with the Gift Card Policy. This form must be utilized for all gift card recipients with the exception of Clin. Card studies. The form must be submitted to Accounts Payable within 30 days or sooner from the end date of the event/study/program. • Remain in compliance with Internal Revenue Code Section 132 35

Gift Card Recipient Log Section 2 - Custodian/Study Coordinator Who should complete this form? • This form should be completed by the individual requesting the gift cards. Complete all sections to ensure the administrator can identify the correct individual in Banner and contact them with questions or clarifications. • Custodian/Study Coordinator is responsible for disbursing, collecting, reconciling and submitting the gift card supporting documentation to Accounts Payable. • Also, this person will be the individual set up in the Clin. Card system to distribute and load the Clin. Cards. 36

Gift Card Recipient Log Section 3 - Gift Card Program Information Provide the gift card information and ensure the name matches the approved gift card request. • Grant/Event Name: Provide the name of the event/study/program • Start Date: Start date of the event/study/program • End Date: End date of the event/study/program 37

Gift Card Recipient Log Section 4 - Gift Card Recipient's Contact Information Who’s information is being captured? • The gift card recipient’s information per occurrence and individual. • Individuals who do not have a Banner ID number must complete all sections. • Employees & Rowan enrolled students are only required to provide the Serial #, Card Amount, Name & Banner ID. • The University must comply with Internal Revenue Code Section 132 as it pertains to gift cards and gift certificates at all times. • This form is also used to issue Form 1099 to the recipient, if applicable. • The Custodian is responsible for ensuring all sections are completed. 38

Gift Card Recipient Log Section 5 - Consent Why is the custodian’s consent required on the recipient log? As the custodian/study coordinator of these gift cards, I have read the Gift Card Policy and certify that these gift cards are being obtained in compliance with Rowan University Gift Card Policy. I have advised all participants of potential tax liability if more than $600. 00 are received in a calendar year. I will document the name and contact information for each gift card recipient in Section 4 of this form. Reminder: The value of gift cards given to non-employees is taxable and reportable income on IRS form 1099 if the value of gift cards plus any other non-W 2 compensation received by an individual from the University as a whole aggregates to an amount of $600. 00 or more per calendar year. 39

Gift Card Payment Acknowledgment Definition Gift Card Payment Acknowledgment • This form is used to certify that the custodian/study coordinator issued a gift card to a recipient in accordance with the Gift Card Policy. • This form must be utilized for all other gift card recipients acknowledging receipt of payment. 40

Gift Card Payment Acknowledgment Section 1 - Purpose What is the purpose of the payment acknowledgment? • This form validates that a gift card was provided from the university to the participant after the completion of the event/study/program. • The form must be submitted to Accounts Payable within 30 days or sooner from the end date of the event/study/program. • Clin. Card studies may use this acknowledgement form for research participant certification. 41

Gift Card Payment Acknowledgment Section 2 - Gift Card Recipient Acknowledgment Why does the recipient need to sign and consent on the acknowledgment form? • The gift card recipient should sign the acknowledgment confirming they received the gift card. • The recipient should understand that participating in the event/study/program is optional. What is the custodian’s responsibility when acquiring participants signature? • The custodian must remind the recipient they could be subject to 1099 reporting. 42

Gift Card Payment Acknowledgment Custodian responsibilities What tax information is the custodian responsible for reminding the recipient? The custodian is responsible for communicating the following to the recipient : • Non- Employees: understand that if they receive $600. 00 or more in a calendar year, they may be subject to 1099 reporting. If the total dollar amount a non-employee receives is less than $600. 00, it is the responsibility of the individual to report these earnings. • Employees & Student workers: understand the value of the gift card will be added to their W-2 through Payroll regardless of the dollar amount for tax reporting purposes. Reminder: The value of gift cards given to non-employees is taxable and reportable income on IRS form 1099 if the value of gift cards plus any other non-W 2 compensation received by an individual from the University as a whole aggregates to an amount of $600. 00 or more per calendar year. 43

Gift Card Do’s and Don’ts Do ü ü ü Only email forms accepted Email form to giftcards@rowan. edu Email request 4 weeks in advance Complete the entire form(s) Attach IRB documentation if applicable Attach supporting documentation for “other gift cards” ü Acquire all approvals Don’t Χ Χ Do not send forms interoffice Do not hand deliver forms Do not send incomplete forms Do not buy out of pocket 44

Gift Card Request Resources Forms All gift card resources can be found on the Accounts Payable website under Gift Cards • FAQs • Forms • Knowledge Base Article • Policy • Procedures • Study Coordinator Video 45

Gift Card Request Contact information All gift card related requests and questions should be directed to the dedicated inbox, giftcards@rowan. edu. 46