Problematic Expense Guide - A to Z
- Reimbursement for Gift Cards – The reimbursement for an out-of-pocket purchase of gift cards to an employee, student or any other individual is a prohibited use of University funds.
- The Reason this is Unallowable – A reimbursement for the purchase of gift cards essentially allows an individual to hold and spend a cash equivalent of “off-ledger” Public funds, circumventing the University’s internal controls and accounting systems. All UNM funds are Public funds which are highly regulated by New Mexico government spending laws, transparency “Sunshine” laws, polices and audits. Correspondingly, the purchase of gift cards is highly restricted and controlled by the University, and only allowed in limited circumstances such as incentive payments to research study participants or incentives for other events. The reimbursement for an out-of-pocket purchase of gift cards is specifically prohibited by University Administrative Policy 2480: Incentives for Program Participants, Section 2: Allowable Incentives.
- Possible Allowable Alternatives - Try this Instead:
- For Research or other incentives, gift cards can be purchased either with a PCard exception or directly through the UNM Accounts Payable department. Accounts Payable has several options available.
- The Reason this is Unallowable – A reimbursement for the purchase of gift cards essentially allows an individual to hold and spend a cash equivalent of “off-ledger” Public funds, circumventing the University’s internal controls and accounting systems. All UNM funds are Public funds which are highly regulated by New Mexico government spending laws, transparency “Sunshine” laws, polices and audits. Correspondingly, the purchase of gift cards is highly restricted and controlled by the University, and only allowed in limited circumstances such as incentive payments to research study participants or incentives for other events. The reimbursement for an out-of-pocket purchase of gift cards is specifically prohibited by University Administrative Policy 2480: Incentives for Program Participants, Section 2: Allowable Incentives.
