UCSD Blink: How to Pay for a Gift to a Non-employee or Organization

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How to Pay for a Gift to a Non-employee or Organization

Summary: Use this step-by-step guide to pay for a gift to a non-employee or organization.

What to do		How to do it
1	Verify dollar limits for gifts.	Review the guidelines for cost limits.
2	Gather documentation.	Include the following documentation when you submit your request for use in Step 5: 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 accompanied the award A copy of the approval letter if the request was an exception to policy
3	Request payment.	Complete a Payment Authorization online. Note the document number for use in Step 5. Note: If the gift was a ticket to a sporting event or other function, and an employee accompanied the recipient, the employee's ticket must be reimbursed as an entertainment expense. If the employee and recipient have a meal in addition to attending the event, the meal expenditures cannot exceed entertainment maximums.
4	Complete and approve the request.	Click complete and approve to route your request for departmental and Disbursements approval. Note: The person who authorizes the payment request for your department must have a signature authorization on file with Disbursements. Note: Employees who have been delegated the authority to approve gifts for non-employees cannot authorize their own payments or reimbursements.
5	Submit documentation.	Include the document number noted in Step 3 on the documentation you gathered in Step 2. Send the documentation to PAYAUTH, Mail Code 0955.

Need an expert? Contact Robin Posner, (858) 534-0859.

Notice: UCSD gift policy is derived from UC Policy and Regulations. Published policy is decisive as it has been adapted to UCSD's organization, delegation of authority, terminology, and chart of accounts.