Gift Card Request Form Instructions and Details
This file provides a comprehensive guide for requesting gift cards through Cal Poly's Strategic Business Services. It outlines the necessary information and approval process required for successful submissions. By following these instructions, users can ensure their gift card requests are processed efficiently.
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How do I fill this out?
To fill out the Gift Card Request Form, begin by entering the cardholder's name and email address. Next, provide the effective date and reason for the gift card request. Ensure all required fields are completed before submitting the form.
How to fill out the Gift Card Request Form Instructions and Details?
1
Enter the cardholder's name and email address.
2
Specify the effective date and reason for the gift card.
3
List the gift card vendor and the quantity of cards.
4
Fill in the fund source and account details.
5
Obtain the necessary signatures for approval.
Who needs the Gift Card Request Form Instructions and Details?
1
Staff members who wish to reward employees or volunteers.
2
Faculty members organizing events that require gift incentives.
3
Students planning programs needing gift cards for collaboration.
4
Volunteers managing community service events needing appreciation gifts.
5
Administrators overseeing department budgets for gift card purchases.
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What are the instructions for submitting this form?
Upon completing the Gift Card Request Form, please ensure that all required fields are accurately filled. Submit the completed form to procard@calpoly.edu for processing. Ensure compliance with all policies before submission to expedite approval.
What are the important dates for this form in 2024 and 2025?
Important dates for submitting this form in 2024 and 2025 will be updated based on departmental schedules. Always check the official website for the latest information regarding submission deadlines. Compliance with these dates ensures timely processing of requests.
What is the purpose of this form?
The purpose of the Gift Card Request Form is to facilitate the official procurement of gift cards through Cal Poly. It ensures compliance with university policies, tracks fund usage, and provides a clear approval process. This form serves as a safeguard to manage departmental budgets and uphold ethical purchasing standards.
Tell me about this form and its components and fields line-by-line.
- 1. Cardholder Name: The name of the individual requesting the gift card.
- 2. Email Address: The email address linked to the cardholder's account.
- 3. Effective Date: The date the cardholder wishes to start purchasing gift cards.
- 4. Reason for Gift Card: A brief description or title for the event or purpose of the gift cards.
- 5. Gift Card Vendor: The name of the vendor from whom the gift cards will be purchased.
- 6. Number of Cards: The total quantity of gift cards requested.
- 7. Amount for Each Card: The monetary value for each individual gift card.
- 8. Gift Card Recipient Information: Details of the recipients who will receive the gift cards.
- 9. Fund Source: Information regarding the fund that will cover the costs associated with the gift card.
What happens if I fail to submit this form?
Failing to submit the Gift Card Request Form can lead to delays in obtaining gift cards. Without proper submission, the intended recognition or event may be affected.
- Delayed Recognition: Gift cards intended for appreciation may not be delivered on time.
- Compliance Issues: Not following protocol could result in policy violations.
- Budgetary Conflicts: The department may face unapproved expenditures.
How do I know when to use this form?
- 1. Employee Recognition: To provide gift cards as rewards for staff performance.
- 2. Event Planning: When organizing events requiring attendee incentives.
- 3. Community Outreach: For gifts during community volunteer activities.
Frequently Asked Questions
How do I request a gift card?
To request a gift card, please complete the Gift Card Request Form with all required information.
What information do I need to provide?
You need to provide details like the cardholder's name, email, reason for the gift card, and vendor information.
Is approval required?
Yes, approval from both the cardholder's approving official and division head is necessary.
Can I save the edited PDF?
Yes, once you've made your edits, you can download the finalized PDF to your device.
What if I need help filling out the form?
You can refer to the instructions provided in the document for guidance.
Are gift cards allowed for any purpose?
Gift cards must align with the policies outlined in the form and cannot be used for IRB Human Research Projects.
How long can gift cards be held open?
Gift cards can only be held open for up to 10 days after the approval.
What is the Hospitality Justification Form?
It is a form that must accompany your Gift Card Request Form to detail the justification for purchases.
What happens if I don't submit the form?
If not submitted, the request for gift cards will not be processed, delaying purchasing.
How can I edit the PDF before submission?
You can easily edit the PDF using PrintFriendly's editing tools to ensure all information is correct.
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