Disbursement requests for Non-Employees are managed by Student Finance Solutions (SFS). Disbursements can be made in the form of gift cards/e-codes or BruinCard deposits. Please review the University and IRS regulations below, then expand the sections for instructions based on payment type.
University and IRS Regulations
- Requesting departments must comply with BUS-49 (Policy for Cash and Cash Equivalent Received), UCLA Policy 361 (Cash Handling and Security), UCLA Safe Requirements (if storing cash/gift cards), and UC Policy G-42 (Gifts Presented to Non-Employees on Behalf of the University).
- University of California Policy G-42 states that non-cash awards may not exceed $600, per individual, within a calendar year. It is the awarding department and non-employee’s responsibility to maintain a record of award amounts and their recipients to ensure the maximum is not exceeded. In the event a non-employee receives recognition exceeding these limits, it must be reported by the University via Form 1099. It will be the awarding department’s responsibility to request a Form 1099.
- If the request is for a research payment (non-IRB) to a non-employee, an IRB review rejection letter/notice must be obtained with OHRPP before submitting a non-employee disbursement request to SFS. The requesting department will be required to provide an OHRPP rejection letter along with form submission.
- Departments are responsible for Mitigating Risk of Fraud for cash and cash equivalents (gift cards and e-codes). SFS cannot assume any liability for reimbursing compromised cash, physical cards, or e-Codes, which should be immediately reported to UCPD.
- For other disbursement types, please reference the Disbursement Request FAQ.
1. Use Gift Card Catalog to Select a Vendor
Please review the Gift Card Catalog to determine the gift card or e-code vendor. The catalog has information on each vendor type, including associated fees, available denominations, and processing times. Refund policies and instructions (if available) for each vendor type are also available on the catalog.
For physical gift card requests, please refer to the Cashiering Services and Supplies Guide for information about armored courier (Brink's) service and delivery fees.
2. Submit Corresponding Forms/Documents on Message Center
Please submit the corresponding Non-Employee Disbursement Request form and documents (if applicable) on the MyUCLA Message Center. Please complete the most recent version of the required form(s) entirely and accurately, or your request may be rejected and processing may be delayed.
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All Gift Card / E-Code Requests |
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Required Form: Non-Employee Disbursement Request |
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If Applicable |
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Tremendous Vendor |
Required additional documents: |
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Research Payment (non-IRB) |
Additional document: |
For Tremendous Vendor Payments: You will be required to submit the Tremendous Text Message Excel Template or the Tremendous Email Excel Template along with your Non-Employee Disbursement Request Form if the e-code redemption links will be delivered through Text message or Email directly to the recipient. If the redemption links will be delivered through Links (a CSV file containing redemption links sent to the department), a template is not required. More information about Tremendous E-Codes can be found on the Gift Card Catalog.
For research payments (non-IRB) to a non-employee, an IRB review rejection letter/notice must be obtained with OHRPP before submitting a request to SFS. The requesting department will be required to provide an OHRPP rejection letter along with form submission.
3. Review of Request and Gift Card / E-Code Delivery
Once your Message Center request is reviewed and approved, an SFS representative will reach out to you to coordinate delivery. Delivery for gift cards / e-codes will only be released to the Authorized Personnel identified on the form.
Please refer to the Gift Card Catalog to review the processing time for each vendor.
Depending on the vendor and payment type, gift card or e-code delivery may take up to four (4) weeks. This estimated fulfillment time assumes all required forms have been accurately submitted to SFS. Timely fulfillment is dependent on the department's participation and accuracy in completing the required steps for the selected gift card type.
BruinCard payments to non-employees, considered "non-cash awards," are managed separately by the BruinCard office. Step-by-step instructions, associated policies, and more can be found on the BruinCard Recharge Order Request Web Page.
