Have you ever purchased a gift card or gift certificate (following the guidelines provided in Section 8.1.4 of the Business and Financial Policies and Procedures and wondered which Banner account code you should use to record the related expense to Banner?
If so, refer to the tips below for guidance, as the correct answer varies depending on the scenario:
- For the purchase of gift cards/gift certificates which will be given to employees or non-employees as a token of appreciation for their contributions to the University of Illinois System, use account code 124902, Gift Cards/Gift Certificates.
- Common examples would include a gift card given in appreciation to: (1) a visiting speaker; (2) an employee in recognition of their years of service; or (3) a student who participated in an informal, voluntary survey not connected with official UI System research.
- For the purchase of gift cards/gift certificates which will be used to make a non-cash payment to a human research subject, use account code 141200, Human Research Subjects.
- Common examples would include gift cards given to human research subjects in exchange for their participation in a clinical trial or a survey/study connected with official UI System research.
- For the purchase of gift cards/gift certificates which will be issued to a UI System student as a prize/award in recognition of their achievements (or as the result of the student winning a contest/competition), use account code 181700, Student Prizes and Awards.
- Common examples would include a gift card awarded to a student for winning an essay competition or for recognition of their charitable, scientific, educational, artistic, literary, or civic achievements.
- For the purchase of gift cards/gift certificates which will be issued to a non-student or non-employee as a prize/award in in recognition of their achievements (or as the result of winning a contest/competition), use account code 186911, Awards and Prizes to Non-Students and Non-Employees.
- Common examples would include a gift card awarded to a non-student/non-employee (such as a local high school student or community member) who won a 4-H competition.
Contact
For further details, refer to the applicable subject matter experts within the Account Codes section of UAFR’s Who to Ask list.