Effective Date: June 20, 2023
Last Reviewed: June 20, 2023
POLICY STATEMENT
It is the policy of Stonehill College to distribute awards and gifts in a manner which complies with IRS rules regarding compensation.
Awards and Gifts
Employee Recognition Awards
Awards in recognition of employee work-related achievement or years of service are allowable under official College programs through the Human Resource Department and are generally taxable to the employee.
Awards/gifts provided to employees, including student employees, in the form of tangible property, cash, gift cards, or gift certificates for meritorious performance, productivity or other reasons connected with their employment are taxable events and not allowed outside of official College programs.
Retirement gifts of tangible personal property are provided by the College through a centralized program based on years of service.
College funds are not allowed to be purchased by individual departments for colleagues.
Gifts to Employees
Gifts of tangible personal property, such as flowers, may be presented as an expression of sympathy in the:
- Event of the death or major illness of an employee or a member of the employee’s immediate family member.
- Illness of an employee, requiring extended hospitalization
This should be coordinated at the division level so that there are not multiple gifts being sent.
Gift may not be purchased from college funds for:
- Birthdays, births, holidays, farewells (except for retirement program noted above), weddings, anniversaries, and other occasions of a personal nature;
- The method of providing such gifts is through personal contributions between colleagues.
Gift Cards
Allowable/Unallowable
Gift cards may be purchased for non-employees as a thank you for participating in research and surveys or as a prize in an event/raffle. Student volunteers who are not employees may receive a thank you gift card once per year for volunteering.
Gift cards purchased with college funds can never be given to college vendors, consultants, and speakers at any time.
Except for programs and events authorized by Human Resources and for Human Subject payments (see policy), gift cards to employees and student workers are prohibited.
Gift cards should not be purchased with grant monies unless the terms and conditions of the grant permits such purchase.
The following individual dollar limits apply to gifts cards:
- Thank you – up to $25.00
- Raffles – up to $50.00
- Human Subjects – up to $100.00
Maintaining and Distributing
Prior to purchasing gift cards, individuals must reach out to the Controller’s Office for pre- approval and current safeguarding procedures.
Gift cards should only be purchased as needed and be secured at all times (i.e., in a safe, locked cabinet, locked drawer or other secured location) until distributed. Gift card must be distributed within thirty (30) days of purchase.
Gift card purchases must be charged to expense classification “Gift Cards”.