Gift FAQs

Q: Can I accept a gift by a donor, visitor, alumni, study participants, students, or potential students?

A: Yes, if the promotional item must be inscribed or imprinted with words and/or pictures identifying the University or in the case of study participants the grant study. The individual cost of a promotional item should not exceed $25.*

In limited circumstances, appreciation gifts (not to exceed $25*), holiday cards**, plaques, and awards may be allowed if it is determined that these expenditures are in the best interest of the University and promote the purposes of the University.

*IRS Publication 463 (2014), Travel, Entertainment, Gift, and Car Expenses places a $25 per person per year business gift allowance. Items exceeding $25 would require the department to obtain a W-9 from the recipient and provide the information to the Controller’s Office annually in order to include in yearly 1099 tax reporting.

**Cards must be pre-printed with UAB and/or Department Name.

Grants

Goods and services may be charged to a Grant account; please note that each grants has different contract terms regarding what can be purchased, and the budget for each grant varies. Please refer to your grant contract to see the allowability for your specific grant. For more information, contact Grant Accounting (contact information can be found in the Financial Accounting department).

Licenses/Certifications FAQs

Can the costs associated with licensing/certification fees be reimbursed?

UAB can't reimburse individuals for the costs associated with obtaining licenses or certifications. In many cases licensure/certification is a requirement of the position that the individual is applying for or employed as. However, UAB can reimburse individuals for the costs associated with maintaining or renewing licenses/certifications IF it is a requirement of the official job description as defined by Human Resources AND the department/school pays for ALL similar licensures/certifications.

Read more detailed information about UAB policy related to licenses/certifications.

How do I reimburse a non-resident alien working at UAB for the $320 application fee for H1-B visa costs?

If the non-resident alien is 1042s reportable, the reimbursement should be done as a non-recurring element through Payroll using the "retention pay" element. If the non-resident alien is W2 reportable, the reimbursement can be done on a License template in Oracle through Accounts Payable if they are paid below the prevailing wage (which is a rare occurrence). Contact Kim Martin in Payroll to determine which mechanism of reimbursement is appropriate for the individual employee. Include her e-mail regarding the payment in any backups faxed into Optidoc (if doing a payment request).

Can I pay the Department of Homeland Security (DHS) for the expedited fee related to H1-B visa processing?

Yes, UAB can pay for the expedited fee when paid directly to DHS IF UAB is requiring that the non-resident alien obtain the certification more quickly due to a UAB requirement. UAB can't pay for the expense if the individual just wishes to obtain it more quickly. UAB must require the expedition of the certification. This should be processed as Other Services using object code 8609998.

Receipt Requirements FAQs

When paying a company, can a statement report suffice as proper documentation?

No, you must submit an invoice for proper documentation.

What needs to be provided for proper documentation if an individual needs to be reimbursed and they paid in cash?

An original register receipt or an original vendor invoice/ticket indicating that it was paid in cash needs to be provided.

What needs to be provided for proper documentation if an individual needs to be reimbursed and they paid by check?

If payment is by check, a copy of the cancelled check will suffice, along with the original vendor invoice/ticket. Please be sure not to conceal the encoded confirmed payment amount that appears in the lower right-hand corner of the check, as this is an indicator that the check has actually been paid/cancelled.

What needs to be submitted if a copy of the cancelled check is not available?

If a copy of the cancelled check is not available, a copy of either the paper bank statement or online banking records indicating the payer's name and the specified payment circled can be submitted.

Can I conceal my account number on my banking statements if I am not comfortable with having it displayed?

Yes. This information may be blackened out with a marker.

What needs to be provided for proper documentation if an individual needs to be reimbursed and they paid by credit or debit card?

If payment is by credit or debit card, a receipt that indicates the cardholder's/payer's name along with the original vendor invoice/ticket must be provided.

What needs to be submitted if the actual credit or debit card receipt isn't available?

If the receipt isn't available, a copy of the paper or online card account statement may be submitted that indicates the cardholder's name and the specific charge circled.

Can I conceal my account number on my credit or debit card statement if I am not comfortable with having it displayed?

Yes. This information may be blackened out with a marker, but the cardholder's name, vendor's name, and the transaction date and amount must still remain visible.

What is supposed to be submitted as documentation if the cardholder's name doesn't appear on the receipt?

You must submit:

  1. The receipt that displays at least the last four digits of the account number and
  2. A copy of a recent account statement that displays the cardholder's name and the last four digits of the credit card account number.