Merchandise Certificate Procedures
Departments are not authorized to provide employees with cash; cash equivalents such as gift cards, debit cards, or credit cards; nor gift certificates that are valued or denominated in cash amounts. Departments may issue a certificate for a specific item of merchandise.
For example, you cannot buy a card that says $15 towards a movie ticket, but you may be able to purchase a card that says redeemable for 1 regular movie ticket.
Those wishing to purchase merchandise specific certificates must follow all of the same guidelines and limits as if they were purchasing actual merchandise.
To ensure that it meets all of the requirements listed in the hospitality policies a department must work with purchasing before buying any certificate. If possible, provide a copy of the merchandise certificate to purchasing for review.
Sample of the Requirements
Approval
Approval is based on the price of the item. Generally, a merchandise certificate would be approved by the cost center manager. The business purpose must be documented alongside the approval and the receipt.
Frequency
• Recognition for employees is limited to once per year
• Incentives for students and events are limited to once per month
Price Limits
Specific price limits are set in the hospitality policies and are based on the purpose of the purchase. They must be modest and fit the scope and purpose of the event. Generally, a merchandise certificate would be under the BYU–Hawaii de minimis amount, but it may be less than that.
Quantity Limits
There are no specific limits to how many merchandise certificates can be purchased at one time, but they must be modest and fit the scope and purpose of the initiative. Recipients should not receive more than one certificate.