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Gifts for Non-employees: Elected and Appointed Officials

Learn about presenting non-cash gifts to non-employees and organizations outside UCSD.

Departments can give gifts to elected and appointed officials. However, special guidelines and restrictions apply.

Guidelines

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
  • 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

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 required.

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

Payment

For Disbursements gift card, reimbursement or direct payment, use MyPayments - payment type Awards, Gifts, Prizes; sub-type Gifts (Non Employee).

Notice: UCSD's non-cash award 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.