Employee Non-Cash Gifts and Awards

Gift Cards, Giveaways and Opportunity Drawings exceeding $75 in a calendar year needs to be reported. It is up to each department to track this data and provide to your fiscal contact.

Any non-cash gifts over $75 received between January 1 - December 31 must be included in the employee's earning statement. If the employees receive anything in November/December you will need to let your fiscal contact know as soon as possible as we will need to coordinate with UCPath for additional handling of the file to ensure it will be reflected on the W-2.

Information Needed:

Employee ID
Employee Record
Position Number
Full Gift Card Amount exceeding $75

Note: Student Government areas please provide the information on the Google Sheet in the respective Google Drive.

SLBO Procedure

The process to report the Gift Card imputed income that exceeds $75 (NCA earn code) would be as follows:

You will submit a ticket through Employee Center to us in Time and Pay Advisory and Escalation Services (formerly HR-Payroll team).
- Select "Imputed Income" for specifically and "Payroll" as the category.
Provide the Employee ID, Employee Record, Position number and Full Gift Card Amount.
- If more than one employee please have the information on the spreadsheet.

Non-Employee Non-Cash Gifts and Awards

Gift Cards, Giveaways and Opportunity Drawings exceeding $600 in a calendar year needs to be reported. It is up to each department to track this data and provide to your fiscal contact.

Any non-cash gifts over $600 received between January 1 - December 31 must be included.

Information Needed:

Last Name, First Name
Address
City
State
Postal Code
US Tax ID
Tax ID Types: SSN, EIN, ITIN
Tax Classification: Individual, sole proprietor
Transaction Type(s): Oracle Procurement, Concur, Non-PO Payment Request, Other
Transaction Date(s)
Transaction Number(s): PO #, Oracle invoice #, Concur expense ID, non-PO Payment Request ID
Purpose of Payment: Gift/Prize/Award, Service, Other
Full Amount exceeding $600

SLBO Procedure

Submit via OnBase form