Gift Card Purchases

Gift Cards are used to distribute direct financial aid as a part of a program. MSC recommends Projects utilize virtual gift cards since shipment of physical gift cards may require additional time for processing and to arrive in the mail as well as additional fees for mailing. It is important to note that gift cards cannot be returned, replaced, and unspent card balances cannot be refunded. International gift cards are available in physical form only. To purchase international gift cards please reach out to your Project Advisor. Keep in mind that conversion feeds will apply to all transactions outside of the US and Canada. 

Required Documentation:

• Gift Card Order Form

• Payee W-9 for gift cards over $1,500 (Electronic versions of W-9s can be found here.)

Approval from the Project Advisor or Department Chief. They will receive an email to approve the gift card order after submission. 

Things to Know:

• Time: Allow 1 week for approval, processing and delivery of virtual cards. Allow up to 3 weeks for approval, processing and delivery of physical cards. Physical cards are subject to a $10 shipping fee.

• Payment: Payments are processed through Bill.com and are paid on the date of the event or based on the AP Payment Timeline. The payee will receive an email from Bill.com to process the payment. 

• W-9: Any non-employee compensation is taxable per IRS guideline. To comply with IRS guidelines, MSC requires all recipients of any payment over the amount of $1,500 to fill out a W-9. Electronic versions of W-9s can be found here.

• 1099: MSC will issue a 1099 to individuals who receive $2,00 or more in compensation in any calendar year. 1099s are issued by January 31st of each year for the preceding year’s payment. 

Gift Card Checklist 

Before you submit your gift card order form, review the checklist below to ensure you have all the information you need.