TD Bank

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TD Bank

Steps for Pre-Approval

  1. Gift Card FormsGift Card Request Form
    1. Custodian/Study Coordinator completes request form
    2. One form must be completed per study
    3. All sections of the form must be completed
    4. Ensure sufficient funding is available
    5. All approvals are required. Each approver is certifying that they are in agreement with the request, knowledgeable and compliant with university policies and regulations
    6. Attach supporting documentation justifying the need for gift cards to the request form
    7. Email the request form and all documentation to giftcards@rowan.edu 
  2. Accounting Services
    1. Responsible for auditing the Gift Card Request Form, documentation and ensuring all documentation complies with the gift card policy and guidelines
    2. Determining the approval or denial for gift card request outside of the ClinCard system
    3. Contacting the custodian/study coordinator via email with decision and explanation
    4. If request is approved, Accounting Services will provide a detailed email with further instructions and pick up the TD Bank Visa gift cards.

Steps for Distribution

  1. Accounting Services
    1. Responsible for auditing the Gift Card Request Form, documentation and ensuring allTD Bank Gift Card Check List documentation complies with the gift card policy and guidelines
    2. If request is approved, Accounting Services will:
      1. Contact custodian/study coordinator to schedule a time for them to pick up the cards from Bole Hall 
      2. Provide Gift Card Recipient Log and the Gift Card Payment Acknowledgment forms
      3. Track all gift card recipients/studies by providing Accounts Payable a copy of the Gift Card Request Form
      4. Create journal entry to offset gift card charges to approved FOAPAL
    3. Final authorization is completed upon the custodian/study coordinator acceptance of the gift cards from Accounting Services.
  2. Custodian/Study Coordinator
    1. Custodian/Study Coordinator is the individual responsible for safeguarding, disbursing and tracking the distribution of their gift cards in accordance with the University policies and procedures
    2. Once Accounting Services approves gift card usage, the custodian/study coordinator can now begin the study, survey, etc.
      1. Select participants in accordance with this policy and procedure
      2. Secure a completed copy of the W-9 (for U.S. tax residents which include U.S. citizens, permanent residents, and U.S. “residents for tax purposes only”) from non-employees. This form must include the person’s social security number (Employees do not need to complete a W-9 form)
      3. Search the Banner system for existing participants and provide the Banner ID number if available
      4. Complete the Gift Card Recipient Log utilizing the information provided on the IRS form
      5. Monitor research study, survey, program
      6. Assign a gift card to the study participants
      7. Have participant sign and date the Gift Card Payment Acknowledgment
      8. Disburse payment to participant
      9. Explain to participant that any payments and/or gift cards and/or items exceeding $600.00 in value received from Rowan University and all of its subsidiaries is considered taxable to them
    3. Custodian/Study Coordinator will reconcile the gift cards against the study. The Gift Card Recipient Log must be used to assist with the reconciliation of cards issued versus un-issued cards.
    4. When a study has been completed, the custodian/study coordinator must notify the administrator via email, giftcards@rowan.edu. The notification should indicate and include:
      1. A copy of the previously approved Gift Card Request Form
      2. The balance of gift cards on hand at the end of the study and confirm no additional cards will be issued
      3. Completed Gift Card Recipient Log including the names and contact information of each individual that received a gift card
      4. Completed Gift Card Payment Acknowledgment including the last four numbers of the gift card, recipient’s name, date and signature acknowledging gift card payment and tax reporting information
    5. Return un-issued gift cards to the administrator by emailing giftcards@rowan.edu, include the number of un-issued cards, remaining balance, and attach the required forms.

Steps for Reconciliation

  1. Accounting Services
    1. Will coordinate the returning of un-issued cards
    2. Review the documentation for completeness and facilitate a credit back into the account (FOAPAL)
    3. Reconcile each study with corresponding ledger entries in Banner
    4. Collect from the custodian/study coordinator appropriate documentation for tax withholding/reporting when applicable and provide it to Accounts Payable
  2. Accounts Payable
    1. Responsible for tracking all gift cards issued per calendar year regardless of the purchasing method
    2. Oversee all gift cards distribution payment data
    3. Assist with providing corresponding ledger entries in Banner
    4. Review the payment documents for completeness, gift card forms and supporting documentation, including tax forms for individuals
    5. Apply the appropriate tax withholding when applicable. Record and submit payment and tax information to the IRS via 1099 forms when applicable.
    6. Responsible for the issuance of IRS Form 1099-MISC to participants when their total compensation is $600.00 or more per calendar year. Employees and student workers who participated in a study and qualify for a gift card will have the value added to their W-2 through the Payroll department                       

Recipient FAQs

Is there a fee to purchase a Gift Card?

There is no fee to purchase or make transactions using the card. The card is subject to a monthly inactivity fee after 12 consecutive months of inactivity even if the card has not been activated. The inactivity fee can consume the balance on the card before the 'Good Thru' date printed on the card. The inactivity fee can be avoided by making regular purchases with the card and using the card in full. Please refer to the Terms and Conditions for details.

Why should I register my Gift Card?

To use your card everywhere Visa is accepted, TD Bank needs to have the gift card number as well as the name of the cardholder using the card on record. Unless you register your card in advance, there will be no way an internet, mail, smart phone or telephone order merchant can confirm your identity. Without such confirmation, the merchant might decline your purchase even if there are sufficient funds on the card. Also, if your card is lost or stolen and you would like to request a new card, we need your name and address in our records from the registration process in order to mail you a new card.

How do I register my Gift Card?

It's easy to register your new card.

Log in to the TD Bank Gift Card Website*

Call Customer Service 24/7 at 1-888-294-2249

Instructions for online registration: If the sticker on your card says active, select "Register Your Card" and follow the instructions.

If the sticker on your card says your card needs to be activated, select "Activate My Card" and follow the instructions.

Is there a monthly Inactivity Fee?

Yes, an inactivity fee of $2.50 per month will be deducted from the card balance following 12 consecutive months of inactivity. The inactivity fee can consume the balance on the card before the 'Good Thru' date printed on the card. The inactivity fee can be avoided by making regular purchases with the card and using the card in full.

How do I use my Gift Card to make purchases?

There are two ways to use your new card to make a purchase.

1.By signature at merchants: To pay for purchases at merchants who accept Visa, sign the sales receipt to complete the transaction. Tell the salesclerk that you prefer to sign for your purchase. If there's a keypad, usually, you will need to select the "Credit" payment option.

2.By PIN at merchants (for cards purchased after 3/31/13): To pay for purchases at merchants who accept Visa, enter your PIN number in the keypad to complete the transaction. Usually, you will need to push the "Debit" payment option. Cards sold prior to 3/31/13 do not have the capability to set a PIN; all purchases need to be completed by signature.

How can I check the available balance on my Gift Card?

It's easy to check the available balance on your card.

Log in to the TD Bank Gift Card website*

Call Customer Service 24/7 at 1-888-294-2249

Does my Gift Card have a Personal Identification Number (PIN)?

Gift Card Purchase Date

PIN Capability

On or after 8/28/14 Yes. Your card comes with a pre-determined PIN, which is the last four digits of your card number. You can change your PIN by logging into the TD Bank Gift Card website*.

3/31/13 - 8/27/14 Yes. You have the option of choosing a custom PIN. You can select or change your PIN by logging into the TD Bank Gift Card website*. 

Before 3/31/13 No. Only cards sold on or after 3/31/13 have PIN capability. Please call Customer Service at 1-888-294-2249 if you have any questions. 

What if a merchant asks me for a PIN and I do not have one?

To pay for purchases at merchants who ask for a PIN, tell the clerk you would like to sign for the transaction.

Can I use my Gift Card to get cash?

No, your card cannot be used for cash access at an ATM or bank branch, and it cannot be used to get cash back when you make a purchase.

Can my Gift Card be used at more than one merchant?

Yes, your card can be used at all merchants who accept Visa. It's one of the advantages over gift cards that must be used at one location, like a retail store gift card.

Can my Gift Card be used for online, smart phone and telephone purchases?

Yes, the card needs to be registered and the name and billing address for the purchase must match the name and address for which the card was registered.

It's easy to register your new card.

Log in to the TD Bank Gift Card website*

Call Customer Service 24/7 at 1-888-294-2249

Does my Gift Card work at gas stations?

If you use the card at a gas station, we recommend that you pay inside and specify the exact amount. Some terminals automatically preauthorize transactions at the pump for a predetermined amount prior to your purchase that may exceed the balance on your card and cause the card to be declined.

Do some merchants place a hold on available value on my Gift Card in excess of the actual purchase amount?

Yes, some merchants may seek approval for an amount greater than the purchase amount. In that case, TD Bank will place a hold on the card balance for the amount approved. That hold will stay in place until the merchant sends TD Bank the final amount of the purchase, which may be several days or longer. Here are some examples of when this could occur:

Restaurants and service-oriented places – It is customary for service-oriented merchants to automatically add 20% to the amount of your bill when authorizing your purchase. So, remember to make sure that you have enough to cover the total bill (including the tip) or your purchase may be declined.

Gas stations (pay at the pump) – Gas stations sometimes program the electronic terminal at the pump to seek approval for a set amount that could be in excess of the actual purchase amount. You can avoid any service issue by simply pre-paying for your gas (for an exact amount) with an attendant inside the station.

Hotels, car rentals and travel service-oriented places – It's customary for travel-oriented merchants to automatically add 25% to the amount of your bill when authorizing your purchase. So, remember to make sure that the balance on the card is enough to cover the total bill (including the "incidentals") or your purchase may be declined.

Are there any other usage restrictions on my Gift Card?

Yes, gift cards cannot be used for illegal transactions or internet gambling.

What if the purchase price is greater than the balance on my card, or my purchase is denied?

If your available balance is less than the purchase price, your purchase may be denied. Ask the cashier to deduct the specific amount remaining on your card and then use a second form of payment – debit card, credit card, check or cash – for the purchase balance.

Will my card expire on the 'Good Thru" date?

Your card has a 'Good Thru' date embossed on the front of it. If a balance remains on your card after that date, please visit any TD Bank and we'll re-issue you a new card.

What happens when my Gift Card balance is zero?

Gift cards are not reloadable, so money cannot be added to the card. Once the dollar value is used, the card has no value and should be destroyed.

What if I have a dispute over a purchase made with my Gift Card?

If you have a dispute, first contact the merchant directly to settle the transaction in question. If you are unsuccessful in resolving the issue with the merchant, call Customer Service at 1-888-294-2249.

What should I do if my Gift Card is lost or stolen?

Your gift card is the same as cash and it is like losing cash if it is lost or stolen. If your card is lost or stolen, you should call Customer Service at 1-888-294-2249 right away. For a lost or stolen card that has been previously registered, a replacement card may be issued for the value remaining on the card at the time it is reported lost or stolen, fees may apply. Please refer to the Terms and Conditions for details.

Custodian/Study Coordinator FAQs

Click here for Custodian/Study Coordinator FAQs.

Contact Information

All gift card related requests and questions should be directed to the dedicated inbox, giftcards@rowan.edu.