Purchasing Gift Cards for Business Need

The US Bank Declining Balance Card (USBDC) is used to purchase gift cards for business needs.

The USBDC is a pre-loaded credit card which is automatically reconciled to on G/L account (no reallocation). The amount requested on form will be the dollar purchase limit set by the bank.

Cards can remain active for no longer than one-year at a time.

Gift cards cannot exceed $100 per person per event. To go over this limit an Exception Form needs to be filed and should be attached and sent to advancesandgifts@umass.edu alongside the completed USBDC application.

Documentation Requirements:

Issuances of gift cards should be documented in a log or (spreadsheet), or by individually collected receipts which include the date of issuance, purpose, card amount, and signature of recipient.  When signatures cannot be obtained, other proof of distribution such as an email can be provided. The Controller Office has an employee gift card receipt form and a non-employee gift card receipt form that can be used to satisfy these requirements.

Monthly statements, receipts, and proof of distribution documentation need to be archived in Buyways within 30 days of the statement end date.

US Bank Declining Card for Purchasing Gift Cards