Holiday Events & Gifts; Research Payments to Human Subjects
Dear Departments All,
Please see the details below for (1) holiday events and gifts and (2) research payments to human subjects as part of an approved research program. Please review the following information carefully as non-compliance can result in reimbursement request rejections or unexpected tax implications.
Holiday events and gifts
All holiday events should be reasonable within the context of NYU’s Affordability Initiative. The use of Departmental operating funds (Fund 10) for communal events, such as a Departmental holiday party, is allowed as many members of the A&S community benefit from the event.
Gifts for individuals, such as a holiday gift to service staff, are best managed via a collection within the Department (not to be reimbursed by NYU funds). NYU funds should typically not be used to purchase gifts.
NYU policy only allows gifts in limited circumstances, such as births and adoption, bereavement, retirement, severe illness or surgery. Per policy, gifts for the prior reasons should not exceed $75 for full-time employees. Gifts for Part-time employees are not reimbursable.
There are established processes for student awards, staff/faculty additional compensation, and visitor honorarium that do not require gifts
NYU policy does not allow the use of P-cards to purchase gifts or gift cards and these purchases are blocked on the P-Card. Also, gift cards should NOT be purchased directly and then reimbursed through Concur. All gift cards are subject to tax (even $1). According to the IRS, “a gift card to buy a turkey is taxable, but an actual turkey is not.” The Global Payment Card Policy has additional details.
Research payments to human subjects
Petty cash funds, prepaid cards, or gift cards may still be used for research payments to human subjects in accordance with NYU policy and within the pre-established limits. The vendor "Tango Card" is also available in iBuy.
If you have any questions or concerns, please do not hesitate to contact me.
Thank you,
Joe
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Joseph C. Wright
Senior Director, Fiscal Affairs
Arts & Science, NYU
212.998.7565
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Joseph C. Wright
Senior Director, Fiscal Affairs
Arts & Science, NYU
212.998.7565
Working remotely Wednesday & Friday