Overview

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This article demonstrates how to create a Gift Card Request for both:

• Employee or Non-Employee
• Human Subject Compensation

Critical Concepts

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• Prior to initiating a Gift Card Request for Employees or Non-Employees and Human Subject Compensation, review information on policy and eligibility on the Blink pages on Visa Vanilla Gift Cards
• For Gift Cards HS-payments, obtain a current stamped IRB approval letter and the compensation portion of the consent form and have scanned PDF on file to:
  upload as Attachment for Gift Cards HS-payments
• Each Gift Card is assessed a $1.15 fee, chargeable to the Financial Information provided
• Use the You Tube video link, Concur: Creating a Gift Card Request or follow instructions in Steps to Take

Steps to Take

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1. Watch the Concur: Creating a Gift Card Request

 

 

 

 

 

 

 

 

 

Video: Creating a Gift Card Request (click above image)

2. Review the written steps below

The following content is the same as what is covered in the video, only presented in a different format.

1. Log into Concur
2. Select Request module at the top of the page

 
3. In Requests, select Create New Request

4. In the Request Header, in Request Type, select Card and Payment Products Request

 
5. In Payment Product Type, select

a. UCSD Gift Cards (Awards/Recognition), for a Gift Card for an Employee or Non-Employee
b. UCSD Human Subject Payments, for a Gift Card for Human Subject Compensation

6. Complete entering all required information pertaining to Card Request:
If you have questions on what to enter in Fund, Financial Unit or Function, speak with your Fund Manager

a. Date
b. Request Name
c. User Type
d. Fund
e. Financial Unit
f. Function
g. Approver
h. Business Purpose: add supporting details about the request

7. Click Create Request on the bottom right

8. In the Expected Expenses section, click on Add 

a. Select Expense Type, either:

Employee or Non-Employee Gift/Prize/Award or Gift Cards HS-payments

b. If cards are for different denominations, will need to repeat Steps #9 or #10, dependent on Expense Type

9. On the Expense tab, for Employee or Non-Employee Gift/Prize/Award, complete the following fields:

a. Expense Type, populated by step #7

b. Type of Gift Card

c. Amount of Each Gift Card

c. Number of Gift Cards Needed

d. Comments

10. Add all Attendees, e.g. Gift Card recipients, to the Request

11. In Attendees, click on Add

12. Choose an Attendee Type and fill out the needed fields, click Search

13. Click Add to List

14. Repeat Steps #12-13. When completed adding Attendees, click Save

15. On the Expense tab, for Gift Cards HS-payments, complete the following fields:

a. Expense Type, populated by step #8

b. Amount of Each Gift Card

c. Number of Cards Needed

d. Mail Code

e. Project Number

f. IRB approved project?

g. Project certified exempt from IRB?

h. PI Name

i. Will individual receive $600 or more in a calendar year?

j. Department Coordinator Name

k. Department Coordinator Email

l. Department Coordinator Phone

m. Comment

16. Click Save, an Expense line will now populate on the left side of the page

17. Note the $1.15 charge added per card

18. Add Attachments for Gift Cards HS-payments, select Attachments, Add Attachments

19. In Document Upload and Attach, select Browse, select file, click Upload, close dialog box

How to Add Expenditure Type for Projects

1. Under Expense Expenses section, check the box to your desired transaction to select it

2. Select Allocate

4. For more information on Allocation and splitting costs across different chartstrings, see this KB article How to Allocate Expenses in Concur 

5. To learn more about editing Allocations as an Approver, see this KB article How to Edit and Review CoA Information as an Approver

8. Click Save to confirm updates

9. Click Submit Request, then Accept and Submit