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Disbursements Gift Card Program

Departments can request Vanilla Visa Gift Cards from UC San Diego Disbursements as part of an employee recognition award, retirement gift, otherwise allowable gift or award, or human subject compensation.

Please note that the Vanilla Visa Gift Card is only available for official UC San Diego business purchases (not available for personal use).

Card Pick Up Options

You can select one of the following options for receiving your gift card(s) when completing your request in Concur:

Pick up card at the Disbursements office:

  • Select the Payment Method Order gift card - Pick up card from Disbursements.
  • Once the value is loaded on the card and the card has been mailed, the requestor will receive an email confirming the order has been fulfilled.
  • The requestor or authorized receiver (cannot be the card recipient) must bring ID to the Disbursements office, and sign for the card upon pick up.

Request card to be sent via intercampus mail:

  • Select the Payment Method Order gift card - Have card sent to mail code.
  • Once the value is loaded on the card and the card has been mailed, the requestor will receive an email confirming the order has been fulfilled.
  • The requestor should anticipate receiving the card within 2 - 3 business days.
  • The department is responsible for any lost/stolen cards.

Note: The turnaround time to receive your gift card order is 3-5 business days from when the order is approved by the department date.

Card Fee

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

  • The amount loaded on the card is dependent upon the per person limit of the award/gift, not to exceed $400 per card.
  • Gift cards are available for amounts starting at $20, the fee per card is $1.15.
  • Cards cannot be replaced if lost or stolen.

Viewing Gift Card Transactions on Operating Ledger

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

Paying for UCSD Gift Cards

 

Note: When making payments for gift cards from UC San Diego Bookstore, Birch Aquarium, Triton Cash, or other non UC San Diego vendors, select the Payment Method Request vendor payment.

Enter the desired store's Payee ID:

  • For UC Regents - Starbucks, use Payee ID 00484014E.
  • For UC San Diego Bookstore, use Payee ID 00293324E.
  • For UC San Diego Birch Aquarium, use Payee ID 00361591E.
  • For UC San Diego Triton Cash, use Payee ID 00293181E. 

When you receive the check (issued to your requested store, i.e., UC Regents-Bookstore, UC Regents-Birch Aquarium, or UC Regents-Triton), you can take it to the store to pay for the gift card. 

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.

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.
Notice: UCSD's non-cash award policy is derived from UC Policy and Regulations. Published policy is decisive as it has been adapted to UCSD's organization, delegation of authority, terminology, and chart of accounts.