Policy 1211: Gifts Based on University/Employee Relationships

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Financial Policies

Subject Area: Procurement and Payment Services
Responsible Office: Financial Services
Sponsor: Chief Financial Officer
Originally Issued: April 1994
Revised: March 1997, June 2005, February 2010, July 2014, September 2023, April 2025
Refer Questions To: F&A Knowledge and Support Center, 773-702-5800

Purpose: To specify the type of gift that may be made to a University employee or an employee’s immediate family from University funds.

Policy

Modest gifts ($500 or less non-cash or Gift Cards up to $50) are allowed under this policy for the following reasons:

Medical – For a serious illness of an employee or employee’s immediate family member or the birth or adoption of a child
Retirement
Leaving the University or Department
Years of Service – For recognition of significant milestones

The following gifts are not allowed under this policy:

Gifts to employees for special occasions such as a birthday, holiday, wedding, or wedding anniversary
Gift Cards in excess of $50
Employee performance recognition as these payments should be processed as extra service pay in Workday to ensure proper tax treatment

If a gift card is given to an employee of the University, the full amount will be considered as income and added to the recipient’s W-2 earnings.

Expenses for gifts based on University/employee relationships must be charged to Account 74115–Employee Recognition.

Exceptions to this policy will be granted only in rare and exceptional cases and must be pre-approved by the Associate Vice President for Finance.