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).