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New Temporary Procurement Process of Gift Cards

 

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To: UNC-Chapel Hill Research Information,  University Business Managers
From: Office of Sponsored Programs

Temporary Procurement Process for Gift Cards for Study Subject Incentives

Beginning 4/24/2023, the Office of the Vice Chancellor for Research (OVCR) and the Office of Sponsored Programs (OSP) will offer a process to procure gift cards for study subject incentives when the following apply:

  • Procurement via cash advance is not expedient,
  • Domestic vendor payment via an Accounts Payable voucher for Outside Party Individual (OPI) is not viable, and department/research team is not in possession of a University P-Card approved for this purpose (formal process coming soon).

Time-Limited

The OVCR procurement of gift cards is available only through 6/30/2023 until research teams can apply other methods for purchasing study incentives as identified above, and the broader campus program for University P-cards becomes available. All requirements of OSP’s cash advance request and reconciliation apply to this OVCR gift card process.

Request Process

  • Request only the amount of gift cards necessary through 6/30/2023.
  • Download and complete the OVCR Request Form for Gift Cards for Study Incentives (request form).
  • A copy of the online form submission will be emailed to the applicable central offices processing the request in addition to notifying the requester and pick-up person identified in the form.
  • Average processing time will be 5 business days, from request submission to availability of the gift cards for pick-up.
  • The requester and pick-up person will be notified via email when the gift cards are ready for receipt.
  • Questions or modifications to responses submitted in the form request should be emailed to OCT@unc.edu.

Pick Up Details

  • When: Gift cards must be picked up within 5 business days once requester/pick-up person has been notified the gift cards are ready.
  • Where: 104 Airport Drive, Suite 2200, Chapel Hill, NC 27599 (this is OSP’s physical office location at the Administrative Office Building, AOB).
  • Hours: Monday through Friday between 9:00 – 11:00 A.M.
  • ID Required: Authorized pick-up person must present a valid state/government picture ID (license, ID card, passport) OR a valid UNC OneCard with a picture imprinted.
  • Other Pick-Up Requests: Contact OCT@unc.edu with alternate request times and/or change in pick-up person after receiving notification that gift cards are ready at AOB.

Card Reconciliation

  • Once the department receives the gift cards requested, OVCR will charge the amount of gift cards purchased to account 559540 (gift card advance) on the applicable sponsored project chartfield string.
  • Departments must reconcile the advance within 60 days from receipt of the gift cards and move the gift card advance from account 559540 to the appropriate expense account.
  • Reconciliation of these gift cards will use the OSP Cash Advance Reconciliation form and follow OSP Operating Standard 500.14, Pro. 1 – Reconciling Cash Advances for domestic advances.
  • If gift cards are unused within 60 days from the receipt of the gift cards from OVCR, departments must move the advance to a departmental chartfield string.

For general inquiries on this announcement, contact SponsoredPrograms@unc.edu. For questions or modifications to submission requests, contact OCT@unc.edu

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