Title: Gift and Gift Card Procedures
Effective Date: 05-31-2008
Issuing Authority: Vice President and Chief Financial Officer
Contact: Nate Engle at engle1@stolaf.edu or 507-786-3502
Last Updated: 03-04-2022
Purpose of Procedures
These procedures are intended to cover purchases of gifts and gift cards to students, employees and non-employees. It also covers adding Ole dollars to accounts.
Who needs to know these Procedures
These procedures apply to all St. Olaf faculty, staff, and student organizations.
Procedures for Student Gifts, Prizes and Awards
Gift cards and Ole dollars are not allowed to be provided to a student if related to student work employment services, as they may create taxable income for the recipient that would be required to be reported as supplemental payroll wages.
A gift, prize, award, or Ole dollars to a student that is not related to student work employment services (e.g. student organization prizes, survey incentives, etc.), should not exceed $25 in value. All requests for gift cards or adding Ole dollars to a student’s account must be done through the Business Office for tax tracking purposes. Please email requests to business@stolaf.edu. Gift cards cannot be purchased using a St. Olaf issued Visa card unless specifically pre-approved by the Controller.
A department has the discretion to use departmental funds for modest gifts (not to exceed $25) for student workers when deemed appropriate (e.g. department student worker Christmas or graduation gift). Tangible property gifts (e.g. T-shirt, mug, St. Olaf logo items, etc.) are preferred.
Procedures for Employee Gifts, Prizes and Awards
Please see the Staff Handbook or contact the Human Resources Office (hrstaff@stolaf.edu or 507-786-3068) for questions related to gifts, prizes, or awards to employees or the purchase of flowers.
Procedures for Non-Employee Gifts, Prizes and Awards
Please contact Nate Engle (engle1@stolaf.edu or 507-786-3502) to discuss the situation. Gifts, prizes, or awards to non-employees must be pre-approved by the Controller.