UC Santa Barbara Policies Policy 3010
Issuing Unit: Institutional Advancement
Date :September 1, 1992
SOLICITATION AND ACCEPTANCE OF GIFTS
I. REFERENCES
A. University of California Development Policy and Administration
Manual.
B. Delegation of Authority to Solicit and Accept Gifts to the
University, President Gardner to Chancellor's, et al., dated
March 24, 1986.
C. UCSB Policies Manual, Library Acquisitions, 1400.
D. UCSB Policies Manual, Acquisition of Art and Antiquities, 3000.
E. UCSB Policies Manual, Community Support Groups, 3025.
II. POLICY
For the purposes of this policy, the term "gift" shall include
pledges, bequests, and grants from private sources. The dollar
amount of a gift shall be the amount of cash or shall be equivalent
to the fair market value of personal property.
A. Authority to Solicit and Accept
In accordance with Section 100.4(dd) of The Standing Orders of
The Regents and subsequent re-delegation at UCSB:
The Chancellor is authorized to solicit and accept gifts
or pledges up to $1 million. (The Regents must accept
gifts or pledges over $1 million.)
The Vice Chancellor--Institutional Advancement and
Assistant Vice Chancellor--Development are authorized to
solicit gifts up to $1 million and to accept gifts or
pledges up to $25,000 to The Regents or to Community
Support Groups (see UCSB policy 3025). No other UCSB
administrative/academic officer is authorized to accept
gifts on behalf of the University. Letters of
acknowledgment from persons other than those to whom
acceptance authority has been delegated do not constitute
legally recognized acceptance.
B. Acceptance Restrictions
1. Gifts may be accepted only if they do not involve:
a. Any exception to approved University programs and
policies.
b. Commitment by the University for more than seven
years.
c. Obligation(s) on the part of the University for
expenditures or costs for which there is no
established fund source.
d. Construction of facilities for which no capital
budget and Environmental Impact Report have been
approved.
e. An interest in real property.
f. An amount or value in excess of $1 million.
2. It is not appropriate to accept gift checks which have
been backdated to the previous calendar year.
C. General Administration
1. Gifts to The Regents shall be administered, documented and
reported in accordance with established University
policies and procedures, shall be accepted in the name of
and become the property of The Regents of the University
of California. The Gift/Private Grant Acceptance Report
(UDEV 100), Attachment A, is the University's official
internal record of acceptance of a gift by an authorized
official.
a. When a gift is received in a campus department, the
Gift/Private Grant Acceptance Report (UDEV 100)
should be completed by the department and sent to the
Development Office no later than one week after
receipt of gift. "Date received" (upper left corner)
is the date the gift physically arrived on campus,
not the date, for example, on a check. For awards of
$250 or more from non-governmental entities which
designate a specific principal investigator as the
recipient, departments should also submit a 730-U
Conflict of Interest form, Attachment B.
b. Cash, including checks, must be deposited at a campus
cashiering station on the day it is received, and the
miscellaneous receipt number entered in the
appropriate box on the UDEV 100 form.
c Departmental acknowledgment (if any) should be sent
within one week of receipt with three copies to the
Development Office.
2. Gifts to Community Support Groups shall be administered,
documented and reported in accordance with UCSB policy
3025.
3. The University (or Community Support Groups) may accept
and administer racially restrictive funds or those
restricted to students of one sex, only so long as
unrestricted funds are available to balance out funds so
restricted.
4. Gifts to the University (or Community Support Groups) from
University employees may be accepted if the purpose of the
gift is to support bonafide University activities.
Because a gift to support an employee's own research,
business travel, etc., may have potential for abuse,
expenditures from these funds must be approved by the
department chairperson or dean/provost in order to insure
that the University's use of the gift support its tax-
deductibility.
D. Fund Raising Campaigns
Fund raising events/campaigns on behalf of the UCSB campus must
be in accordance with UCSB Policy 3005, Fund Raising.
E. Naming University Properties, Programs and Facilities
The naming of University properties, programs and facilities
will be in accordance with UCSB Policy 2015.
F. Gifts-in-Kind
1. In order to consummate a fully effective legal transfer of
a gift-in-kind for tax purposes, the property must be
placed under the control or in the physical possession of
a duly authorized representative of the University other
than the donor.
2. Special care must be taken to ensure that acceptance will
not involve financial commitment in excess of budgeted
items, or other obligations disproportionate to the
usefulness of the gift. Consideration should be given to
cost of maintenance, cataloging, crating, delivery,
insurance, or display, as well as to space requirements
for exhibition or storage. For Library acquisitions,
please refer to UCSB Policy 1400.
3. Departments and/or units within the University which are
to have custody of gifts-in-kind should be consulted
before this type of gift is accepted, and appropriate
budgetary decisions and consultations with the Budget
Office should be made prior to acceptance.
4. For donors wishing to contribute items such as trees,
shrubs, or other objects for the campus, the Development
Office and appropriate committees shall be consulted as to
the feasibility and appropriateness of such gifts. For
example, the Planning Office, Facilities Management, and
the Campus Planning Committee may need to be consulted
prior to acceptance.
5. Appraisal
So that donors may secure income tax credit for their
gifts to the University when appropriate, they are
encouraged to secure a professional appraisal. Because
the appraisal is used solely for the benefit of the donor,
the University deems the securing of such an appraisal to
be the donor's personal responsibility. The Internal
Revenue Service could challenge the accuracy and
objectivity of any appraisals in which the University has
been directly involved. Thus, it is in the donor's best
interest that the University neither provide directly, nor
be responsible for securing the services of an appraiser
in connection with gifts to the University.
For internal administrative purposes only, it is
appropriate to have a qualified member of the University's
staff estimate a gift's value. Such an estimate should
approximate, as nearly as possible, the market value, and
is a useful guide in establishing inventory control and in
determining appropriate handling, custody and insurance.
G. Deferred Gift Agreements
No deferred gift agreement shall be accepted by The UCSB
Foundation or The Regents on behalf of the campus unless
approved by (1) Vice Chancellor--Institutional Advancement, (2)
Assistant Vice Chancellor--Development and Executive Director
of The UCSB Foundation, and (3) in the event that The UCSB
Foundation is to act as trustee or investment manager, the
Chairperson of the Finance Committee of The UCSB Foundation.
III. ATTACHMENTS
A. Gift/Private Grant Acceptance Report (UDEV 100)
B. Conflict of Interest Form (730-U)
Please direct questions about these policies to Meta.Clow@vcadmin.ucsb.edu. For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
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Last Modified By: EBH, 7/09/98