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
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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.
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Are departments required to pay the USCIS filing fees for temporary work authorization petitions (such as H-1B, O-1, etc.)?
Federal regulations require employers to pay the USCIS filing fees for H-1B and E-3 work authorization petitions. See DOL Factsheets #62H (pdf) and #62Y (pdf). As a matter of institutional policy, and where required for the employer’s business purposes, departments must also pay the USCIS filing fee(s) as applicable if the petition will be for O-1 or TN work authorization. State funds/Oracle accounts can be used to pay these USCIS filing fees. A check request memo, which the department administrator should upload to OnBase, will be provided to departments seeking to sponsor employees for these forms of work authorization.
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Are departments required to pay the USCIS premium processing fee for work authorization petitions?
Department administrators must discuss with the employee and determine whether premium processing is strictly necessary for uninterrupted work authorization with the institution (in which case the institution should cover the premium processing fee), or whether premium processing is merely preferred by the employee as a matter of convenience (in which case the employee should cover the premium processing fee). For questions about premium processing, email isss@uab.edu. State funds/Oracle accounts can be used for premium processing fees. A check request memo, which the department administrator should upload to OnBase, will be provided to departments seeking to sponsor employees for these forms of work authorization.”
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Are departments required to pay USCIS filing and/or premium processing fees for the employer’s part of the permanent residence process (Form I-140)?
No. Federal regulations do not require employers to pay the USCIS filing and/or premium processing fees for the permanent residence process. Either the department OR the employee can pay either or both of these fees. Department administrators must discuss with the employee and determine whether premium processing is strictly necessary for uninterrupted work authorization with the institution (in which case the institution should cover the premium processing fee), or whether premium processing is merely preferred by the employee as a matter of convenience (in which case the employee can/should cover the premium processing fee).
PLEASE NOTE: USCIS fees for Form I-140 cannot be paid using state funds/Oracle accounts. Department administrators are responsible for requesting these checks drawn on HSF, Educational Foundation, or Valley Foundation accounts. Alternatively, the employee can provide personal checks to cover either or both of these USCIS fees, and the department can then process an ACT document to reimburse the employee through Payroll, which will result in W-2 taxable income to the employee. The same rules apply to requests from employees to pay costs associated with their personal Form I-485 applications (commonly known as “green card” applications)—the department must use non-state funds accounts or reimburse the employee through Payroll.
Receipt Requirements FAQs
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When paying a company, can a statement report suffice as proper documentation?
No, you must submit an invoice for proper documentation.
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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.
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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.
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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.
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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.
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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 last four digits of the credit card along with the original vendor invoice/ticket must be provided.
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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.
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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.
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What is supposed to be submitted as documentation if the last four digits of the credit card doesn't appear on the receipt?
You may submit either one of these acceptable forms of proof:
- The credit card receipt or statement
- The credit card number except the last four digits and all other transactions may be redacted so as not to display the details. Please do not redact the specific charge requested for reimbursement in the statement.
- The online credit card transaction showing the cardholder's name.
- The credit card receipt or statement