Reminder: Purchasing Gifts for Employees
With the holiday season approaching, we want to provide you with an important reminder regarding the purchase of gifts, awards, and prizes for employees using University funds and federal grant funds:
- According to University Policy FN 28, gifts, awards, and prizes can include goods, services, cash or cash equivalents (certificates, gift cards, etc. that are redeemable for a broad variety of products or services). Gifts, awards, and prizes are not generally reimbursable unless they are approved as an exception as described in this policy.
- The value of any employee gifts, awards, and prizes purchased using University funds (i.e. using a University Travel Card, P-Card, or submitting an expense report through Concur) is required to be reported as wages to the Internal Revenue Service (IRS).
- Grant funds cannot be used to purchased gifts, awards, and prizes for employees. According to Uniform Guidance 200.445, the cost of goods or services for personal use of employees are unallowable regardless of whether the cost is reported as taxable income to the employees.
If you have already purchased gifts, awards, and prizes for employees using University funds, please email Elizabeth Lanzy, Operations Supervisor for Payment Processing & Compliance, to provide the necessary information about the recipients to ensure compliance with the IRS.
For any questions about this information, contact PantherExpress Customer Service.