BUSINESS NOTES &
NEWS
APRIL 2008
In This Month's Issue:
Department Who's Who
HUB Vendor of the Month
April Calendar
New Gift Card Request Form
Red Flags of P-Card and Travel Card
Procedure for the Jump Start Endowment
Open Commitment Review
Changes and Additions to Travel Card Guidelines
Changes and Additions to P-Card Guidelines
Online Verification Training
HUB Statistics
PCD Countdown
Essentials of Leadership
Hire Top-Performing Employees
Summer Graduate Student PAR Procedures
9/9 Pre-Collection Pay Cycle
New HR Form
ePAR Project Update
FrontLine
PRINTABLE VERSION
If you have comments or would
like to submit an article for the
Spotlight, contact Sara Carter at
scarter@uh.edu
Contents Edited by the
Administration & Finance Customer
Service Center
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New Gift Card Request Form
Gift cards are purchased for several reasons
that benefit the university, such as
compensating participants in research
studies (also known as human subjects),
awarding employees for outstanding service,
or rewarding individuals for completing
university surveys or attending
university-sponsored events. However, the
purchase and distribution of gift cards must
be closely monitored to ensure they are used
appropriately.
Therefore, effective immediately the
purchase of all gift cards, whether
reimbursed to an employee or purchased
directly from a vendor with a voucher or
local P-Card, must be documented by
completing the Gift Card Request Form, which
is located on the Finance Forms page:
http://www.uh.edu/finance/pages/forms.htm
The Gift Card Request Form must be uploaded
as backup to the voucher or P-Card
transaction.
Gift cards must be kept in a secure campus
location (e.g., locked drawer or safe) until
distributed. The distribution of the gift
cards/certificates must be documented,
including date of distribution, name of
recipient, and signature of recipient
acknowledging the receipt. If the gift cards
are for a confidential human subject study,
the department must retain distribution
records in their files for seven fiscal
years after the grant expires. Otherwise,
distribution records must be uploaded to the
voucher or P-Card document page in the
Finance System when the distribution is
complete.
Someone other than the gift card custodian
will review the gift card records at least
once a month to verify that all distributed
and undistributed gift cards are accounted
for and will report any discrepancies to the
College/Division Administrator.
If the department awards a gift
card/certificate to an employee, the
department is also responsible for reporting
this amount to the Tax Department as the
employee’s taxable benefit in accordance
with
SAM 03.D.06. If the department awards a
gift card/certificate to a non-employee and
the total amount received by the
non-employee in a calendar year is $600 or
more, the department is responsible for
submitting the non-employee’s W-9 Form and
reporting the amount to Accounts Payable, so
that the non-employee can be issued a Form
1099-MISC.
If you have any questions, please contact
the Customer Service Center at 3-3988 or
CSC@uh.edu.
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