Disbursements Gift Card Program

Pick up card at the Disbursements office:

• The turnaround time to receive your gift card order is 5 business days from when the order is approved by the Gift Card Approver.
• When your request is approved, the requestor will receive an email from Concur indicating the order has been fulfilled and ready for pick-up in 5 business days time. This email will have instructions for scheduling a pick-up appointment.
• Gift cards are pre-loaded with the funds and are treated as cash equvilents. IPPS does not mail gift cards because if they are lost, the department is held responsible for the funds. Your order may be picked up by yourself or anyone you send on your behalf. Please notify Payment Services who will be picking up the order if different than the requestor.
• Please note, IPPS schedules appointments in 15-minute incriments from 8:30 to 1 pm, Monday through Friday subject to availability. Please email paymentservices@ucsd.edu with your desired appointment day, time, and your Concur Request ID.
• Gift cards are to be picked up at Torrey Pines Center South, Suite 415 by the requestor or authorized receiver with a picture ID, please be sure to have your request ID provided by Concur.

Once loaded, cards cannot be cancelled and are non-refundable. The department chart of accounts (COA) will incur the card fee even if the card is lost, stolen, expired, or not received by the department once the order has been picked up at Disbursements.

• The amount loaded on the card is dependent upon the per person limit of the award/gift, not to exceed $400 per gift.
• There is no minimum amount and the fee per card is $1.
• Cards cannot be replaced if lost, stolen, or expired.

Gift card charges will appear on the Operating Ledger on the same day that the card(s) is issued. The card fee will show as a separate transaction.

• Document field contains Concur document number
  • Drills down to the Concur document
• Description field = "Concur GIFT CARD JV DEBIT" for card value, "Concur GIFT CARD FEE JV DEBIT" for card fees
• Rule = F053
• Doc Ref Number = Reference Number from Concur document

Note: When making requests for gift cards from UC San Diego Bookstore, Birch Aquarium, Triton Cash, or other non UC San Diego vendors, please submit a Service & Support ticket and include the following information:

Under "Subject" please indicate what type of Gift Card

Under "Description" please include the information below:

• Business Purpose
• Quantity
• Denomination
• Project/Task
• Recipient Name

 Note: If the value of a non-cash gift or award exceeds the per-person limit, it is taxable and will be reported on the employee's W-2.