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Gift Card & Prize Award Process
Requesting a Gift Card or Prize:
- Complete a Special Expense form in BPLogix. It must be clearly stated on the Special Expense form what purpose of the gift cards and the PG (cost center).
- Complete the Taxable Compensation sheet with recipients information (Name, Tech/Star ID, email). Note: Gift cards should not be provided to university employees.
- Create a service request with title "Gift card purchase", including the Special Expense form and Taxable Compensation sheet as attachment. Financial Management staff will connect with you prior to placing your gift card order.
- If recipients shall receive their gift cards at different dates, communicate your specific needs on your Service Request, if it is not already clear on the Special Expense authorization form.
- Each requester and/or recipient must complete required documentation (Special Expense, Taxable Compensation sheet, Substitute W9 and/or TRIF) prior to receiving the gift card and/or prize.
*Regardless of the disbursement option chosen, all recipients must complete a MinnState Substitute W-9 IF the individual gift card value exceeds $50.00. If the recipient is not a US citizen or permanent resident alien or is present under F-1 non-immigrant student status, there is additional paperwork (TRIF) that must be completed regardless of gift card value. Without these documents fully completed in a legible manner, we cannot issue a gift card, prize or award. If the value of the individual gift card is $50.00 or less, and the student is receiving the gift card in-person, the Taxable Compensation spreadsheet must be completed and signed (not a substitute W-9).
Forms
Gift Card Disbursement Options
eGift Card Disbursement (Preferred method): Once all required documentation is receive, Financial Management will place the gift card order and email the eGift card directly to the email address provided for the recipient, by the date specified.
Physical Gift Cards and In‐Person Disbursement: Once all required documentation is receive, Financial Management will place the order for the requested gift cards. When gift cards arrive, Financial Management will create a Service Ticket, which recipient and requester will be notified of option times for pick up. The recipient of the gift cards will need to show their picture ID and SIGN the 'Taxable Compensation spreadsheet' (if under $50) at time of pick up, or SIGN 'Substitute W-9' if not already completed. If a Metro staff is picking up the gift cards, there is a 'Receipt form' to sign at time of pick up acknowledging responsibility for the gift cards and required documentation to be returned to Financial Management after disbursement. Any unused remaining gift cards should be return to Financial Management within 60 days of gift card pick up. Unreconciled gift cards will require the requester to complete a notarized affidavit and will not be granted additional gift card requests until previous requests have been reconciled.
Physical Gift Cards Mailed to Recipients: The requester should prepare, addressed envelopes for each recipients and brought to the Financial Management office to the attention of “Purchasing-Kristine Aubrey Yang" along with any paper version of substitute W9s and/or TRIF, completed and signed by each recipient (online version is acceptable). Once all required documentation is receive, Financial Management will place the order for the requested gift cards. When gift cards arrive, Financial Management will create a Service Ticket to notify the requester and recipient, that gift card is ready to be mailed to the address on file and will not replaced if lost or stolen. Financial Management will insert the gift cards into the envelopes and put them in the outgoing mail by date specified.
More information can be found on the MinnState Link for Prizes and Awards: https://minnstate.edu/system/finance/taxinformation/other/forms_procedures/index.html