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Gift Services Forms

Last Updated: March 18, 2025 1:11:54 PM PDT
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Below are a series of forms needed to support setting up or processing a gift.

Both UC San Diego Foundation and Regents

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UC San Diego Foundation & Regents Fund Information Sheet (PDF)

Four steps

  1. Submit a Fund Information Sheet to Gift Services
  2. Set up a chart string
  3. Submit the Gift Fund Chart String Form
  4. Request invoicing for corporate donors (if applicable)

Step 1:

Please complete the new gift fund information sheet in its entirety and submit via the UC San Diego Service and Support portal.

  • Advancement
  • Get Help & Order Services
  • Gift Processing Services and Foundation Accounting
  • Select the link: Gifts, Fund Setup, Maintenance, and Accounting
  • Gift Services
  • New Gift Fund
  • Complete Subject and Description

Please include in the attachments any gift agreements associated with the new gift fund(s).

Step 2:

Once the fund has been set up in both ESP and Oracle, set up a project. All project creation and maintenance occurs in PADUA. Please see the Projects and Awards Setup page for more information.

Step 3:

Once your project has been created, please complete the Gift Chart String form and submit it through UC San Diego Services & Support Portal, About: Gift Funds; Related to: Gift Fund Setup & Transfer; More Specifically: Gift Fund Chart String. 

Once gift revenue is recorded if you need to allocate the money to another project or financial unit, please complete a resource transfer.

Additional information can be found on the Gift Fund and Foundation Forms Page.

Part 4:

If working with a donor that requires invoicing, a W-9, or to confirm a vendor setup, please submit a Services and Support Ticket in the Budget & Finance Portal to 

  • About: Gift Funds
  • Related to: Gift Fund Inquiries
  • More Specifically: Gift Fund W9, Vendor Setup, or Invoice
  • Please include the gift agreement, donor name, and fund number. 
  • If there is a corporate vendor set up, please include copies of all required forms.
  • For invoice requests, please include the fund number, dollar amount, fair market value of any goods received, and the organization’s contact information.

If working with a donor that requires invoicing, a W-9, or to confirm a vendor setup, please submit a Services and Support Ticket in the Budget & Finance Portal to 

  • About: Gift Funds
  • Related to: Gift Fund Inquiries
  • More Specifically: Gift Fund W9, Vendor Setup, or Invoice 
  • Please include the gift agreement, donor name, and fund number. 
  • If there is a corporate vendor set up, please include copies of all required forms.
  • For invoice requests, please include the fund number, dollar amount, fair market value of any goods received, and the organization’s contact information.

700 - U Economic Interest Statement (Accessible through Kuali Portal)

Gifts for research that do not come from an individual require the completion of an Economic Interest Statement and clearance from the Conflict of Interest Office. Gift Services will notify the Conflict of Interest Office who will send the required materials to the Principal Investigator for completion. Log into the Kuali Portal to complete the form. Please submit any questions regarding status to the Conflict of Interest Office at info-coi@ucsd.edu.

To make a gift via recurring payroll deduction, please visit giveto.ucsd.edu.

  • Select the fund you'd like to support
  • Select the dollar amount
  • Under "Make This Gift" select "Recurring"
  • Under "Payment Type" select "Payroll Deduction"
  • You will be asked to log in using SSO.
  • Complete the remaining prompts and click "Submit". 

Please email onlinegift@ucsd.edu with any questions or to stop a payroll deduction. 

UC San Diego Foundation Auction Donor Form (Word file)

UC Regents Auction Donor Form (Word file)

Overview

An auction is an event in which goods or property are sold to the highest bidder.

Charity auctions are a method of bringing in private support, and are typically held at our events.

In order for Gift Services to properly determine whether the donor of the auction item has made a deductible gift-in-kind AND whether the purchaser of the item has a portion of their gift that is tax-deductible , Gift Services must receive completed Auction Donor forms for each donated item with the name of the donor, item description and declared FMV.

Items contributed for an auction may be tax-deductible.

There are two underlying rules:

  1. The item must be a gift in the eyes of the IRS. This excludes material recognized as either a service or partial interest. Examples of non-deductible services include free massages, legal advice, tax preparation, etc. Partial interest gifts include the use of a vacation home, free rounds of golf, free airline tickets, or stays at a hotel.
  2. The item must actually sell at the auction. We do not provide receipts for donated items until after the conclusion of the auction. Those receipts will describe, without indicating value, what was given. Try to obtain the estimated FMV from the donors. Either ask the donor to complete a Deed of Gift form or Donor Auction Form or have a staff do so.

Remember - there can be no listing of an item as “priceless,” unless there is no desire or intent to provide the winning bidder with a possible tax deduction. In such a case, the winning bid establishes the fair market value and, thus, the bidder receives equal value for their payment (in other words- no gift !!!)

Please make all efforts to verify the FMV of auction items. Prior similar auctions and eBay are good sources for values.

Form

The form is fairly self-explanatory. We need to get complete Donor personal information in case we need to contact them or create a new constituent record in the donor database.

Try to get the form completed as much as possible. Gift Services will need copies of each donor form.

If you have any questions submit a UC San Diego Services & Support Portal case: About: Gift funds; Related to: Gift Fund Inquiries; More Specifically: Gift Fund Questions.

UC San Diego Foundation Auction Purchase Form (Word file)

UC Regents Auction Purchase Form (Word file)

An auction is an event in which goods or property are sold to the highest bidder

Charity auctions are a method of bringing in private support and are typically held at our events.

For Gift Services to properly determine whether the purchaser of the item has a portion of their gift that is tax-deductible, Gift Services must receive one list of all auction items with the name of the donor, item description, declared FMV, and name of the purchaser and what it the item “sold”.

Try to obtain the estimated FMV from the donors. Either ask the donor to complete a Deed of Gift form or Donor Auction Form or have a dept. staff do so.

Remember - there can be no listing of an item as “priceless,” unless there is no desire or intent to provide the winning bidder with a possible tax deduction. In such a case, the winning bid establishes the fair market value and, thus, the bidder receives equal value for their payment (in other words- no gift!)

Please make all efforts to verify the FMV of auction items. Prior similar auctions and eBay are good sources for values.

Form

The form is fairly self-explanatory. We need to get complete Donor personal information in case we need to contact them or create a new constituent record in ESP.

Try to get the form completed as much as possible. Gift Services will need copies of each donor form.

If you have any questions, please submit a UC San Diego Services & Support Portal case: About: Gift funds; Related to: Gift Fund Inquiries; More Specifically: Gift Fund Questions.

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Regents

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UDEV 100-6 Regents Gift Processing Form (Excel)

Regents Gift Acceptance Form (UDEV-100) Instructions

Form UDEV 100, provides a formal acceptance by the department and Gift Services, the authorized officials, to take title to a tendered gift.  Information provided on the form designates the appropriate donor for tax receipting as well as the index and fund designation. It is used to document not only cash gifts, but pledges as well as nonmonetary gifts to UC Regents.

The boxes that must be completed by the department are highlighted in pink. 

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A completed Gift Acceptance Report (UDEV) must accompany each donation, including pledges and gift-in-kinds.

BOX 1.  Enter the donor name. If there are multiple donors for the same fund and the total is less than $1,000.00, then one UDEV is acceptable. In box 1, the donor name will be “various donors.” Enter the total amount of all the checks in box 4. Otherwise, prepare separate forms for each donor.

BOX 2.  Enter the donor address. Place a checkmark in the box if their address has changed.

BOX 3.  This box is used only when a pledge is designated. The full amount of the pledge is entered here. Otherwise, please leave blank.

BOX 4.  Enter the amount of the check, credit card, wire, etc. Note: If the gift is over $100,000.00, the Chair of the department will need to sign the form in box 21.

BOX 5.  Enter the check number and check date, or wire date.

BOX 6.  This box is used for nonmonetary gifts or gift-in-kinds. Please enter the amount of the gift-in-kind and the date the item was received on campus. See box 14 for additional forms and requirements.

BOX 7.  Check the appropriate box according to the donor intent.

BOX 8.  This box is for internal use only. Please leave blank

BOX 9.  This box is for internal use only. Please leave blank

BOX 10. Please check this box only if the donation is fulfilling a pledge payment. Otherwise, please leave blank.

BOX 11 and 12. Please note that the form designates specific documentation that is required for donations for Department Use (BOX 11) versus donations for a Principal Investigator’s Research (BOX 12). This “checklist” of mandatory required documents will ensure that all the documents are provided to Gift Services. If all documentation is provided, this will assist is a faster turn-around time in receipting the donors as well as an allocation of funds. If the donation is from a health care vendor, the department head must sign a Health Care Vendor Form to certify that the gift is in compliance with the UC Health Care Vendor Relations Policy and that it is a charitable gift. (NOTE: Incomplete documentation will delay the allocation of funds).  

BOX 13. This box is signed by the Principal Investigator (P.I.) if the P.I. is giving a gift to his or her own research or work. This ensures that the P.I. is aware of the UC Policy.  Note: The department Chair or above level will need to sign the form on line 21 and be the designated Principal Investigator in box 18. This is to ensure that the supervisor, Chair or level above knows of the gift and approves it.

BOX 14. This is a checklist to ensure the appropriate forms are provided for a gift-in-kind. Additionally, we will need a donor letter and a description, list, or part number of equipment and terms and conditions letter if any.

BOX 15. Please provide the Oracle fund and fund name. If a gift fund chart string form has not yet been submitted, please submit one.

BOX 16. This box must be completed for the purpose/use. Note: The purpose must match the purpose designated by the donor. Gift Services reviews to make sure that the gift purpose matches the purpose of the fund. If it does not, a new fund will be set up. This is because Fund Accounting Rules require all gifts with a similar purpose must be allocated to the same fund. If a unique purpose cannot be attributed to an existing fund, a new fund will need to be set up.

BOX 17: Please fill in the principal investigator's name.

BOXES 18 & 19 are signature boxes. Gift acceptance is a two-step process involving the benefiting department and UC San Diego’s Advancement Services, each having shared responsibility and authority for ensuring that gifts are reviewed and accepted according to University guidelines. Departmental approval is the statement that the department wants the gift and agrees to its terms. BOX 19 documents the department’s acceptance.

BOX 20- University (formal) acceptance is a delegated authority to accept gifts on behalf of The Regents. Formal acceptance is an action by an authorized official to take title to a tendered gift. UCOP has designated Advancement Services as the office to accept and process gifts at this campus and only certain personnel in Advancement Services have the delegated authority by UCOP and by the Foundation to accept charitable gifts. Therefore, BOX 20 should be left blank.

The check and other documents (see checklists in box 11 & 12) should be mailed to Gift Services at MC0940 in a timely manner. If you have any questions, please submit a UC San Diego Services & Support Portal case: About: Gift funds; Related to: Gift Fund Inquiries; More Specifically: Gift Fund Questions

IMPORTANT: If the donation is missing documentation, this will DELAY the allocation of the gift funds.

Deed of Gift to the UC Regents (Word file)

Instructions for Deed of Gift Form

Gifts-in-Kind donated for related educational and research purposes are generally processed through The Regents (the UC San Diego Foundation does not have the infrastructure to inventory and maintain these gifts). Gifts-in-kind are recorded at their fair market value as determined by an appraiser or, under certain circumstances, by an appropriate department official.

The University requires physical possession of the Gift-in-Kind to effect the asset transfer. The date of the gift is based on both the date the deed of gift is signed and the date the possession of the item is accomplished.

Departments should inform GIft Services when Gifts-in-Kind are received and/or sold. In addition to a gift letter and UDEV-100, Gifts-in-Kind valued over $500 should be accompanied by a deed of gift and the fair market value as determined by the donor.

The IRS and the University require that Gifts-in-Kind valued at more than $5,000 also have an independent appraisal provided by the donor. If the value is over $5,000, and the donor did not manufacture the item (see below), provide a copy of appraisal that is dated not earlier than 60 days before the date the gift is received by the University.  

If the donor is also the maker of the item, the donor may provide the value of the gift without providing an appraisal by an outside agency. However, the donor should provide the educational discount value (The value UC San Diego would have paid for an item, related to the Gift-in-Kind, had it purchased the item outright from the donor/vendor) and not the retail value for this purpose.

Health Care Vendor Form (Word file)

Procedures for Processing Gifts from Health Care Vendors in Support of UC San Diego

Gifts from Health Care Vendors received by UC San Diego departments in support of UC San Diego’s mission, and in compliance with the UC Health Care Vendor Relations Policy (HCVRP), should be handled as follows:

  1. All charitable gifts to UC San Diego should be documented as such. Gift letters are required for all gifts of $10,000 and over. Due to the nature and constraints of the HCVRP, a gift letter is required for all gifts from Health Care Vendors.
  2. Gifts should be made payable to the “UC Regents”. A Regents gift form should be prepared and signed by the department business officer. Completion of the form is fairly self explanatory and must include a signature by a UCSD Business Officer as the person “Accepting by the Department”.
  3. The department head should complete the Gift Certification.
  4. All gifts should be submitted to Gift Services, mail code 0940, and should include the following:
Regents Gift Form
Donor Gift Letter
Gift Check
Gift Certification for Compliance with HCVRP
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To request new Foundation or Regents gift funds, ask gift fund questions, or request a related staff change, contact us through Service & Support (login required)