Gift-giving guidelines: Gifts to non-employees or organizations must:

• Have a clear benefit to UCSD
• Be tangible, personal property (non-cash)
• Not cost more than appropriate for the expected benefit
• Not exceed the cost limit for the type of gift
• Be accompanied by a transmittal letter or greeting card that states that the gift is being given on behalf of UCSD

Gifts can be presented to:

• Visiting dignitaries and scholars
• Donors and potential donors
• Volunteers
• Civic or cultural organizations
• Members of the local community
• Clients
• University officials from foreign countries
• Appointed and elected officials (read the special guidelines)

Gifts cannot be presented to:

• Relatives of UCSD employees
• People or organizations engaged in influencing legislation, elections, referendums, or similar activities
• People or organizations that pose a conflict of interest
• People whose positions might suggest favoritism
  • Note: Gifts that support a political campaign or referendum cannot be given to any elected official, candidate for public office, organization, or committee.

Documentation requirements: These items must accompany your request for a direct payment or reimbursement for a gift:

• A statement that includes:
• Description of the gift
• Description of the business purpose of the gift
• Name, title, and occupation of the recipient (if the recipient is a person)
• Name of the organization (if the recipient is an entity)
• An original receipt (if you are seeking reimbursement)
• A copy of the transmittal letter that accompanies the gift
• A copy of the approval letter from the controller, if the request is an exception to policy

Funding sources: When fund policy is more restrictive than UCSD policy, the fund policy prevails. Follow these guidelines:

• State funds: Gift expenditures are not allowed.
• Non-state funds. Gift expenditures must be allowed under fund guidelines.
• Contract and grant funds: Gift expenditures must be specifically authorized in the contract or grant.

Approval:

• Department head approval is required.
• Department heads cannot approve their own reimbursement requests. In such cases, the area vice chancellor approval is required.
• If cost limits must be exceeded, advance approval from the controller is required.

For more information on gifts to non-employees or organizations, contact Robin Posner, (858) 534-0859.