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Gift Cards Procedure
Letty Alvarez, Accounts Payable Supervisor
Phone: 480-472-0121
Email: [email protected]
IMPORTANT
Gift cards cannot be purchased with district funds.
Gift cards should be distributed in the same school year that they were purchased in.
Purchase an amount that can be distributed before school year ends.
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1. Requisition Entry:
Use the key code B6NGCARD
Provide the following information on requisition:
Total amount including tax and handling
Purpose of gift card purchase
Requested by
Phone number
Email PO to
Cards distributed by
Cards secured (where cards will be kept)
Cards secured/ managed by
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NOTE: An essential element of control over gift cards is segregation of duties among employees.
These duties include distribution, security/management, and reconciliation. The distribution and
security/management roles will be assigned at the school/site. The reconciliation role will be assigned in
the Accounts Payable department.
This is the portion of the key code that includes instructions:
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2. Payment Processing:
Once PO has been assigned, submit an invoice to Accounts Payable and also send a copy of the PO.
The invoice template can be found on the Accounts Payable website.
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If gift cards are purchased on account with PO, please submit the invoice, copy of PO, receipt, and gift
card log so payment processing can follow.
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3. Prepare 2 Gift Card Logs:
After the gift cards are purchased, make two copies of the gift card logs to include:
reason for gift cards
site
vendor name
PO number
card number
dollar amount
You can use the gift card log form found on the Accounts Payable website or you can create your own.
If you create your own, please remember to include all information listed above.
These copies will be referenced as the gift card logs. The first copy will be submitted to Accounts
Payable without signatures for record keeping purposes. The second copy is to be used upon
disbursement of gift cards.
Below is an example of gift card log that should be sent to Accounts Payable without signatures:
Important: Please have purchase order number listed on all receipts and on the gift
card logs.
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4. Disbursement of gift cards:
a. As the gift cards are disbursed, the second copy of the gift card log will be used to record signatures and
issue dates. The disburser and the recipient must sign and date above or below the copy of the gift card.
b. Once all the gift cards have been disbursed, send the completed signed gift card logs to Accounts
Payable.
c. Accounts Payable will compare the original gift card log to the signed gift card log and confirm that all
cards are signed out and accounted for.
d. Gift cards should be disbursed in the same school year in which they are purchased. If this cannot occur,
please follow end of year procedure.
Below is an example of gift card log that should be sent to Accounts Payable with signatures and dates:
5. End of year:
a. Inventory all gift cards not disbursed during school year.
b. Secure the gift cards in place identified on requisition.
c. If gift cards are not disbursed by last day of school, please make every effort to have them disbursed no
later than August 30th.
d. When all the gift cards have been disbursed, remember to send the signed gift card log with purchase
order number listed to Accounts Payable.
