Guidelines for gifts to elected or appointed officials: These gifts must:

• Not be given in support of a campaign or as a campaign contribution
• Have a clear benefit to UCSD
• Be tangible, personal property (non-cash)
• Be accompanied by a transmittal letter that states both the fair market value of the gift and that the gift was made on behalf of UCSD
• Be reported on the recipient's Form 700, Statement of Economic Interests, when the total value of gifts received is $50 or more in a calendar year (California officials only)
• Not cost more than an amount that is appropriate for the expected benefit
• Not exceed the cost limit for the type of gift

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

• A statement that includes:
• A description of the gift
• A description of the business purpose of the gift
• The name, title, and occupation of the recipient (if the recipient is a person)
• The 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: Advance, written approval from the controller is required. No exceptions are permitted. Send your request to the Disbursements Manager for review and approval coordination.

Note: Department heads cannot approve their own requests for reimbursement of gift expenses.

Exceeding cost limits: If cost limits must be exceeded, advance approval from the Controller is required. For more information, see How to Request an Exception.

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