Gifts

Gifts

 

Non-University Employees
It is the policy of the University of California that gifts of moderate expense may be presented to non-University individuals or organizations when it can be demonstrated that giving the gift benefits the University or it is clearly necessary to the University’s fulfillment of its role as a good community citizen. The business reason for making the gift or the nature of the business benefit the University derives or expects to derive must be documented in writing. The cost of such gifts must be reasonable in relation to the actual or expected business purpose.

Gifts of cash are not allowed.

Eligible Individuals or Organizations

  • Donors or potential donors
  • Visiting dignitaries and scholars
  • Volunteers (including students)
  • Clientele
  • Members of the local community
  • Elected and appointed officials

Ineligible Individuals or Organizations

  • University employees or near relatives of University employees.
  • Any elected official, candidate for public office, organization or committee when the gift is a contribution to a political campaign or referendum.
  • Any person with whom a presenter has an outside business relationship (that is, where any conflict of interest may exist).

Allowable Gifts

  • Promotional Items - A gift of tangible personal property that bears the logo of the University or campus. The cost of these gifts is limited to $75 per individual.
  • Appreciation or Recognition - Gifts of tangible personal property or service such as tickets to a sporting, theatrical, or musical event, a meal, a non-negotiable gift certificate, mementos such as a plaque, watch, book, or the like. The cost of gifts in this category may not exceed $250 per individual.
  • Sympathy Gifts - Gifts of tangible personal property, such as flowers, candy, or a book, presented as an expression of sympathy in the event of the death or major illness of an individual or a member of the individual’s family or household. The cost of these gifts is limited to $75 per individual.

In order for gift purchase to be reimbursed, the business purpose for presenting the gift must be documented. Only department heads have the authority to approve requests to reimburse expenses for non-cash gifts presented on behalf of the University. Employees with delegated approval authority must not approve their own request(s) for reimbursement of gift expenses.

Funding Source Requirements or Restrictions

State Funds
Expenditures for gifts to non-University individuals or organizations may not be charged to State funds.

Contract and Grant Funds
Federal, local government, and private contract and grant funds may not be used for gift expenses unless such expenses are specifically authorized in the contract or grant and only to the extent and for the purpose(s) authorized.

Non-State Funds
Various non-State funds controlled by the University (e.g., endowments, gifts, etc.) may be used to purchase gifts in accordance with the guidelines herein and subject to any restrictions, if any, on those funds.

Exception requests should include:

  • Written justification as to why the derivation from policy is necessary to achieve a University business purpose.
  • The type of gift specifically listed.
  • The purpose of the gift.
  • The name of the non-University individual or organization on whose behalf the exception is sought.

For complete guidelines see: BUSINESS AND FINANCE BULLETIN G-42, GIFTS PRESENTED TO NON-EMPLOYEES ON BEHALF OF THE UNIVERSITY.

University Employees
It is the policy of the University that gifts related to the following events may be presented to an employee and must be NON-CASH in nature:

  • An employee’s noteworthy work-related accomplishment. These awards are meant to be occasional and should be provided within an established recognition program and based on objective criteria to remain nondiscriminatory. Awards with a value in excess of $75 require exceptional approval.
  • Employee’s length of service to the University. The award must be given for length of service achievement. The recipient must have completed at least 5 years of service. The recipient must not have received a similar gift in any of the prior 4 years. A length of service award valued at up to $400 is allowable; an award for more than $400 is NOT allowable; these gifts MUST be awarded as part of a meaningful ceremony and should not be determined based upon an employee’s classification.
  • Retirement from the University. A retirement gift valued at up to $400 is allowable; an award for more than $400 is NOT allowable; these gifts MUST be awarded as part of a meaningful ceremony and should not be determined based upon an employee’s classification.
  • Expression of Sympathy. Flowers may be presented in the event of the death or major illness of an employee or a member of the employee’s family or household. The cost of such gifts is limited to $75, unless exceptional approval is obtained.

Department heads have the authority to approve requests to reimburse expenses for employee non-cash awards and sympathy gifts.

Funding Source Requirements or Restrictions include:

State Funds
Expenditures for employee awards may be charged to State funds. However, funds from these sources may not be used for employee’s sympathy gifts.

Contract and Grant Funds
Federal funds may not be used to pay for sympathy gifts.

Non-State Funds
Various non-State funds under University control may be used for employee awards, subject to any restrictions on the funds.

Exception requests should include:

  • The type of award (specify).
  • The purpose of the award.
  • The special circumstances that require such an exception.
  • The name of the employee for whom the exception will be granted.

For complete guidelines see: BUSINESS AND FINANCE BULLETIN G-41, EMPLOYEE NON-CASH AWARDS.