Gift Card Faqs
What is the approved method of obtaining and distributing a gift card?
Gift cards must be applied for by filling out the Gift Card Request Form posted on the Financial Services website under Forms/Gift Cards. Once the form has been completed and approved, scan it and email it to email@example.com. An email will be sent notifying you when the cards can be picked up at the department deposit window in D-155 of the ASB. At the time of pick up, a form will be provided to document the distribution of the cards. After the cards have been distributed, send the completed distribution documentation form to firstname.lastname@example.org. The completed form or the cards themselves (if they have not been distributed) should be returned within 30 days of picking up the cards. If you have questions, you may contact Tammy Miner at 422-2914 in D-155 ASB or Steve Morley at 422-7648 or in A-153 ASB.
I want to buy a gift card from Target or Wal-Mart, how can I do that?
You cannot. It is not practical for the University to keep an inventory of many different merchant gift cards. To satisfy the need for gift cards, the University offers two types of cards (1) a Campus Gift Card that can be used anywhere on campus and, (2) a prepaid Visa gift card that can be used anywhere Visa is accepted domestically. We encourage you to support our campus operations, but if a campus gift card is not practical in your situation, we believe a Prepaid Visa gift card will be flexible enough to meet almost any gift card need. For more information about BYU's policy governing gift cards, cash equivalencies and the administration of these programs, click here.
Why is there a service charge for a Prepaid Visa Card?
The University is charged a fee for each prepaid Visa card. The current fee of $2.50 per card will be charged to campus units when a Prepaid Visa card is requested. This fee is not refundable if gift cards are returned to the vault. There is no service fee per card for the campus gift card.
How long will it take for Treasury Services to fill the gift card order?
If you need more than 30 Prepaid Visa gift cards, please allow at least one week for processing. We will make every effort to fill the orders as quickly as we can, but please allow two days for Treasury Services to prepare the gift card order.
When will my department account be charged for the gift cards?
Your account will be charged when the order is picked up from Treasury Services. Distribution documentation must still be turned in on or before the return date. Once the distribution documentation is turned in, all the appropriate documentation will be imaged.
What if I have cards left over that I didn’t distribute, can I return them to the Department Deposit window?
Yes, any campus gift card or prepaid Visa card that is not distributed needs to be returned to the Department Deposit window. In order for the gift card order to be closed, please return the documentation showing the distribution of the cards with required signatures and any unused cards returned to the vault.
What are the responsibilities of the custodian?
The custodian is the primary contact for the order and must consider it a part of their personal stewardship to safeguard the cards. The custodian is also responsible to send in the distribution documentation to Treasury Services in D-155 after the cards are distributed.
What information do I have to collect from the Gift Card recipients and turn in to Treasury Services?
- Any amounts given to BYU EMPLOYEES OR BYU STUDENTS, provide recipients’ nine-digit BYU identification number(s)
- Amounts of more than $200 to non-employees, please attach W-9
- Amounts greater than $15 given to Non U.S. Citizens, please attach W-8BEN (For international BYU students, include BYU ID)
Can Prepaid Visa gift cards be used outside the United States?
It depends. In limited cases yes, but only when making online or internet purchases from a foreign website with these gift cards. In all other cases no, they are not usable for in-person or in-store purchases attempted outside of the United States. This is because these Prepaid Visa gift cards only have mag stripes and are not usable at point of sale locations requiring EMV chip enabled cards. If you are considering whether to send Prepaid Visa gift cards to recipients overseas, Treasury recommends against doing so because of the myriad of problems the end user will probably encounter.