E-Gift Card Request Process in CSUBuy

This page outlines how to request e-gift cards for research participant incentives using CSUBuy.

At this time, CSUBuy is used to collect the information, documentation, approvals, and funding details needed to process e-gift card requests. The actual purchase of e-gift cards is completed separately by Procurement using a Procurement Card (ProCard).

Think of the CSUBuy requisition as a structured intake and approval process that allows Procurement to verify the request and complete the purchase on behalf of the department.

How the Process Works

  1. The department submits a requisition in CSUBuy with all required information and supporting documentation.
  2. The requisition routes through the appropriate approvals.
  3. Procurement reviews the request and uses the submitted information to purchase the e-gift cards using a ProCard.
  4. The department distributes the e-gift cards to participants and maintains supporting records for audit and compliance purposes.

Understanding Requisition Status Updates

Do not be alarmed if your CSUBuy requisition is marked as Rejected.

In many cases, this is a normal part of the workflow.

Because CSUBuy is being used as the intake and approval mechanism rather than the actual purchasing tool, Procurement may reject the requisition within CSUBuy after review so that an authorized Buyer can complete the purchase separately using a ProCard.

Always review the Procurement comments associated with the requisition status.

The comments will indicate whether:

  • The request has been approved for Procurement processing
  • Additional information or corrections are required
  • An issue must be resolved before the purchase can proceed

If you are unsure how to interpret the comments, please contact Procurement or ORSP for assistance.

Step 1: Create the Requisition

Initiate a Goods and Services Request in CSUBuy.

Enter the following:

  • Supplier: Supplier Not Known
  • Commodity Code: 17005 – Participant Incentives

Step 2: Complete the Hospitality Form

Attach a completed Hospitality Form.

Enter the following on the form:

  • Purpose: Grant Research Incentive
  • Event Name: General description of the study or activity, such as “XYZ Grant Survey”

Step 3: Enter Cart Details

Add a single line item unless multiple funding sources are required.

Enter the following:

  • Item Name: Department – Supplier – E-Gift Cards – Project Name
  • Quantity: Total number of gift cards
  • Total Amount: Combined dollar value of all gift cards

Note: Separate gift card denominations are not required unless different funding sources will be used.

Step 4: Attach Required Documentation

Upload all required documentation at the time of submission.

Include:

  • Participant list containing:
    • Name
    • Email address
    • Gift card amount
  • Completed Hospitality Form
  • IRB approval documentation, if applicable
  • Study or survey description
  • Financial Aid coordination documentation, if student participants are involved and coordination is required

Step 5: Enter Funding Information

Provide the appropriate funding information.

Enter the following:

  • Grant chartstring
  • Split funding information, if multiple grants will be used

Note: Account codes may auto-populate based on the selected commodity code.

Step 6: Submit the Requisition

Submit the requisition through CSUBuy for routing and approval.

Following review, Procurement may reject the requisition within CSUBuy as part of the ProCard purchasing workflow.

Always review Procurement comments for final instructions or required corrections.

Step 7: Distribution and Recordkeeping

After purchase, e-gift cards are distributed to participants electronically.

The department is responsible for maintaining:

  • Recipient records
  • Amounts distributed
  • Supporting documentation for audit and compliance purposes

Key Notes

  • CSUBuy is used to document and approve the request. Gift cards are purchased separately by Procurement using a ProCard.
  • All required information and documentation must be included at the time of submission.
  • Procurement comments associated with the requisition status should always be reviewed carefully.
  • Requests must align with sponsor terms and conditions, IRB protocols, and University policy.