Office of Accounting Operations
Gift Card Request Form Instructions
Gift Card Request Form Instructions
This form is to be completed when requesting a Gift Card. Gift cards are primarily to be used as an
alternative to honorariums that are presented for a non-employee service provided on behalf of the
University. Gift cards may also be issued as incentive for student participation in a specific program
activity such as a research study. Gift cards on hand at the Accounts Payable office include: Target,
Starbucks, Amazon and Visa.
Please list any card recipient individually. If the department is initially unsure of the names of those
receiving the Gift Cards, a Gift Card Log (available from Accounts Payable) must be completed when
cards are distributed and returned to Accounts Payable after the Cards are distributed. A course outline,
syllabus, or agenda must be attached to this form detailing the service to be provided or incentive
offered. Please send the form to Accounts Payable in the Office of Accounting Operations a week in
advance of the date that you will need the gift card(s). You will be notified by email when the card(s) is
ready for pickup at the cashier counter.
Section I: Requestor Information
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Requestor: The person requesting the gift card (your name).
Requestor Extension: Extension of the person requesting the gift card (your ext.).
Today’s Date: Enter the date that you are filling out the form.
Class/Group: Enter the course title or group name.
Purpose/Use: Enter the purpose or use for the gift cards.
Today’s Date: Enter the date that you are filling out the form.
Date Needed: Enter the date that you need the gift card(s).
Department: Enter the name of the department of the person requesting the gift card.
GL account: Enter the GL account(s) where the gift cards are to be charged.
Section II: Gift Card Information
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Gift Card Recipient: Enter the name of the person receiving the gift card.
Gift Card Vendor: Enter the name of the gift card vendor.
Amount: List amount of Gift Card. (If you are listing more than one card, a total will automatically populate
in the bottom right corner of the spreadsheet area.)
Section III: Signatures and Approvals
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Enter Name and Title and of Supervisor and/or Budget Manager.
Enter Date.
Save a copy of the form in your personal files.
Print form, obtain signatures.
Send to Accounts Payable for processing.
55 Fair Drive, Costa Mesa, CA 92626 • vanguard.edu
Office of Accounting Operations
Gift Card Request Flowchart
Department
Requesting Individual
Completes Gift Card Request
Form
Accounting
Director
Approves Request
Yes or No?
Yes
Is the Request
for Cards On‐Hand?
Yes or No?
Yes
No
No
Accounting Director
Advises Department to Purchase
Gift Cards and Process a Direct
Payment Request Reimbursement
Form for Reimbursement
Accounts Payable
Processes Request and Delivers
Requested Gift Card(s) a to
Cashier to Hold for Pickup
Accounts Receivable
Cashier
Notifies Department That the
Card(s) is Ready for Pickup
Department
Picks Up Gift Cards
Color Legend
Accounts Payable
Accounting Director
Petty Cash Station
Legend
Department
Accounts Receivable
Symbol
Description
Process
Start/End
Decision