Gifts, Prizes and Giveaways

Your organization might want to purchase items including tangible gifts/prizes and gift cards for these reasons:

• as a thank you to a speaker or someone who has assisted your organization in some way
• as prizes for an event that includes some sort of competition
• as door prizes, just for showing up at the event
• as an incentive to do something (such as complete a survey)

It is permitted to use the purchase card for this purpose. Use the Purchase Card Request form.

The maximum per person amount for ALL gifts/prizes/gift cards is $100.

Gift cards or certificates (regardless of amount) are considered cash equivalents by the IRS and are generally taxable per IRS regulations. Exception: Gift cards issued to students with a face value of less than $50 are not subject to taxable income reporting.

A "Gift and Gift Card Recipient Report" is required to be filled out for ALL gifts/prizes/gift cards, regardless of amount. 

If an individual receiving the gift, prize or giveaway is unaffiliated with Dartmouth College a W9 form needs to be completed and signed by the recipient, and uploaded with the "Gift and Gift Card Recipient Report".

Available to current Dartmouth students only.

Sometimes organizations offer cash prizes as part of a special event which includes a competition. This sort of prize can't actually be in the form of cash, but will need to be in the form of a Dartmouth College check to comply with Federal tax laws.

After the winner is known, please submit a Cash Prize Request. A check will be mailed to the prize recipient.

A payables advance cannot be requested for this purpose. It is considered taxable income, and must comply with all Federal tax laws.