Change to Gift Card Reporting Process

The gift card reporting process has changed with Workday Expenses. When expensing gift cards for employees paid using a T&E card, please use the expense item Employee Award Taxable. Enter the names of each gift card recipient and the dollar amount of the gift card. This information will be included in a feed to Payroll, resulting in the employee having a gift tax deducted from their pay. 

The previous process of submitting this information to AskHR@virginia.edu is no longer required. If both processes are completed, this may result in the employee being taxed twice. (Gift cards are not allowed to be personally purchased and reimbursed.)

There is one exception! Employees may opt to purchase gift cards via the Marketplace using American Gift Card. Because this method does not include documentation of the employee for whom the gift card was purchased, you will need to use the previous process and submit the information to AskHR@virginia.edu.