Procedures for campus departments receiving gifts
In order to record donations of personal property and other in-kind donations, a Campus Gift Acceptance Report ( UDEV-100 ) must be completed and signed by the department.
A Deed of Gift or donor letter is required for any gift valued in excess of $5,000 to show that the donor has relinquished ownership of the donation. The University requires physical possession of the Gift-In-Kind to complete the donation and the date of gift is based on the date both the deed and possession of the item is accomplished
For the University insurance and inventory purposes, the value of the gift should be stated by the donor in the Deed of Gift or donor letter . Although gift value is recorded on the documentation, University staff should not state to the donor that they agree or disagree with a value. If pressed to provide a value in an acknowledgment letter, it is best to use the phrase "The gift which you value at $XXXX" to show the source of the appraisal.
The Tax Reform Act of 1984 requires that donors submit an Internal Revenue Service Form 8283 (Non-cash Charitable Contributions) for donations in excess of $5,000 . As a courtesy to donors, Forms 8283 are mailed to donors of in-kind donations valued in excess of $5,000 by the Development Office.
Completed Forms 8283 should be directed to the Securities and Special Gifts Steward for signature and returned to the donor . If the donor is also the manufacturer of the in-kind donation, the donor may provide the value of the gift without having an outside agency appraise the item. The donor should provide the educational discount value and not retail value for this purpose.
The Berkeley campus also requires appraisals for donations in excess of $5,000 . The IRS requires that these appraisals be conducted by a qualified appraiser to ensure authenticity of large donations. With very few exceptions, University staff are not qualified to make appraisals. If a donor does not provide an appraisal or value for gifts less than $5,000, an appropriate department official can value a gift - for internal purposes only. When this is done, it should be noted on the UDEV-100.
It is very important that in the event a gift or collection, valued in excess of $5,000, is sold within two years of receipt that departments notify the Securities and Special Gift Steward. Items consumed or distributed for charitable purposes are exempt from this requirement. The University is required to file a Form 8282 with the net amount received upon disposition. A copy of this form is also sent to the donor.
Your completed processing package should contain the following 7 items:
- Completed UDEV-100
- The original and two copies of the Deed of Gift letter of gift or pink slip (if gift is a vehicle)
- Three copies of the departmental acknowledgment letter
- The original and two copies of the donor correspondence
- Three copies of appraisal, if gift is valued at $5,000.00 or more
- Three copies of the list of donated items* (if not included in the deed or letter)
- Three copies of any correspondence related to the gift
Note: All of the above must be stapled and collated in sets in the above order.
Your completed package should either be hand delivered or mailed to
Regent Gift Processing
2440 Bancroft Way
MC 4200 Campus
Additional questions concerning the acceptance of gifts may be directed to Sylvia Worthington at saw [at] dev [dot] urel [dot] berkeley [dot] edu or 642-4123.