Employee Recognition Program Disbursement Request

Employee Recognition Program Disbursement Request

February 21, 2014

Summary: UCLA departments can request gift cards or deposits on BruinCard for Employee Recognition and Reward Programs (ERRP). For check payments, please contact Accounts Payable for more information.

Gift Card Policy

Gift cards are restricted to the purchase of goods only, not services according to UC G-41 (Employee Non-Cash Awards) and IRS regulations. Requests for non-cash awards must not exceed $75 dollars per award with a maximum of three awards during the calendar year. If an employee receives recognition exceeding the $75 limit, it must be reported on their W-2. To comply with this IRS regulation, the list of employees names, total amount received for all UCLA employee payments, and a W-9 for each individual should be sent to the UCLA Corporate Tax department. DO NOT email personal identifying information as email delivery is not secure. For questions regarding W-9, contact Scott Monatlik in the UCLA Tax Department at smonatlik@finance.ucla.edu for assistance.

Safekeeping

Gift cards are considered the same as cash and require the same level of security if storage is needed, see UC Business and Finance Bulletin BUS-49UCLA Safe/Receptacles Requirements must be followed for secure storage. Gift card delivery will be via UCLA’s approved courier service, Dunbar, per UCLA Cash Handling Safety & Security. Departments will be recharged current per pick up rates, $10.05 for on-campus and $15.55 for off-campus.

How to Request Gift Cards for Employee Recognition Program

Complete the Employee Recognition Disbursement Request form available on the Related Information link on the right. If the form is completed accurately, preferred gift cards will be delivered within three (3) business days. BruinCard deposits will be on the cardholder's account within three (3) business days. For deposits on BruinCard, no form is required. View instruction on how to request BruinCard deposit on the Related Information Link. For gift cards, complete the form and submit to the Messaging Center. Before completing the form, please note the following to ensure timely processing:

  1. Gift card will only be released to the authorized personnel(s) identified on the form. Authorized personnel(s) must be active UCLA employees.
  2. UCLA Business & Finance Services is not responsible for lost or stolen gift cards or cash after delivery is received.
  3. If the chosen gift card type is not listed on the Preferred Gift Cards section below, delivery time may take up to four (4) weeks, depending on the vendor processing and delivery schedule.
  4. Unused gift cards from the preferred list may be returned to receive credits to your general ledger account. Complete the Unused Gift Card form on the Related Information link on the right.
  5. Unused gift cards not listed as preferred may not be returned for credit and will become the department’s responsibility. The cost of the gift cards will have been posted to the account provided when originally requested.
  6. The maximum disbursement at one time is $5,000. Requests for more than $5,000 at one time may require additional time for review and approval.
  7. Each department must be in compliance with UCLA Safe Requirements to ensure gift cards are safely stored. More information on the safe requirement is available on the Related Information Link on the right.
  8. Each department must be in compliance with BUS-49 (Policy for Cash and Cash Equivalent Received) and UCLA Policy 361 (Cash Handling and Security).

Allowable Awards

Guidelines for the request and administration of gift cards for Employee Recognition Program available on the Related Information link on the right.