Private Support and Gift Processing

1. Private Support and Gift Processing UCSD Development Training March 14, 2008 Updated August 12, 2009

2. Private Support Reporting

3. What is Private Support? • PRIVATE SUPPORT (CASE Management Reporting Standards) All gifts and private grants provided by private entities in support of educational, research and outreach missions • DOES NOT include contracts • ONLY support from Private sources – defined as being from NON-governmental entities, for profit or not-for-profit. • GRANT Written agreement between two or more parties which obligates the recipient to provide something or perform a service of more than incidental significance to the grantor. Grants have “terms and conditions”, or consideration. Often intention is still charitable, and the requirements are more of a detailed reporting nature within a time frame.

4. Definitions, cont GIFT • A conveyance or transfer of an asset (including cash or negotiable instruments) given with charitable intent and without consideration – (legal definition)

5. Definitions, cont WHAT MAKES A GIFT TAX DEDUCTIBLE? • Given to a bonafide charity recognized by the United States Internal Revenue Service for its charitable purpose. Charitable gifts are not made to individuals and cannot be restricted to benefit individuals for personal benefit. • Donor imposes no contractual requirements, written or oral. • Funds are awarded irrevocably. • May be restricted for a specified purpose such as an approved capital project or facility improvement within new or existing buildings, for general research purposes and for various endowment purposes, as well as for current expenditures to benefit specific campus groups such as for scholarships, fellowships, library or equipment purchases. • There is no “quid pro quo” (even exchange of funds for results or services) by the University or its employees for the gift, other than to use the funds for the purpose intended by the donor.

6. Other Definitions • SPONSORSHIP Sponsorships come in two forms: • where commercially valuable benefits (generally meaning commercially viable advertising of the sponsor and their products, or by virtue of UCSD training of sponsor company personnel) are returned to a sponsor by the donee entity, the sponsorship is considered business income to the donee entity and advertising or marketing expense to the sponsor (that is, not a gift). • Such income may be subject to Unrelated Business Income Tax (UBIT) by the donee.

7. Other Definitions, Cont. • SPONSORSHIP (cont’d) • Where only incidental benefits are returned to a sponsor by the donee entity, such as use of the sponsor’s name or logo for donor acknowledgment, and when less than 2% the sponsorship paid is returned in value of goods or services to the sponsor, then the sponsorship is a “qualified sponsorship” to the donee entity, is not subject to UBIT, and is a defined as a GIFT under University policy and IRS regulations. • Most of our Development-related events have sponsorships that would be defined as a gift.

8. Other Definitions, Cont EVENT UNDERWRITING • Generally a gift provided to assist UCSD in putting on an event. • Underwriting is solicited often at UCSD and is treated as a charitable gift, as long as the benefits returned to the sponsor fall under the 2% rule. • Some benefits, in the form of event tickets, etc, may be provided in return to the underwriter, as quid pro quo, and will be receipted accordingly.

9. Processing Gifts to UCSD

10. What Entities at UCSD Can A Gift Be Made To? • Gifts that are solicited on behalf of UCSD belong to either of the following two legal entities: • The Regents of the University of California (95-6006144) • UC San Diego Foundation (95-2872494) • The UC Board of Regents are a governing Board of the system. They do not raise charitable support for the UC campuses. Therefore, they approved the establishment of individual campus foundations, the Boards of which could more effectively support the raising and management of funds for the unique needs of each campus. • The difference between the two entities and what gifts go to which entity is discussed later.

11. Overarching Guidelines What are the policies governing gifts? • UCOP Development Policy and Administration Manual • UCOP Policies and Delegations of Authority • UCSD Policy and Procedure Manual • UCSD Foundation Policies and Guidelines • CASE Management Reporting Standards • IRS Regulations • Other legal/ethical considerations

12. Responsibilities of Department Personnel • Preliminary Classification of an Award from a Private Source per PPM 150-35 • http://adminrecords.ucsd.edu/PPM/docs/150-35.HTML • UCSD PPM 150-35: All awards received directly by a campus department will be preliminarily classified by that department as a gift, fellowship, contract, grant or service agreement. All awards initially classified as gifts or fellowships shall be forwarded to the Gift Administration Office. However, all awards which are not considered clearly definable gifts or fellowships by the Gift Administration Office will be immediately forwarded to the OCGA for additional review and classification. It is the policy of the Gift Administration Office to routinely send all proposed gifts for research from private, for-profit sponsors to OCGA for review. OCGA has the authority for final determination of an award classification • Ensure gift made to correct entity • Gift Documentation (more in a minute!) • Sent to Gift Processing in a timely fashion • Acknowledged by Department or Development personnel

13. Responsibilities of Development Officers • Solicit private support (usually gifts and some grants) • Document the gift and make disclosures to donors • Obtain campus/academic initial approvals and reviews • Ensure Department Business Office sends to gift processing or send directly

14. Responsibilities of Gift Processing • To adhere to UCOP “delegations of authority” at each campus for our specified role. UCSD Gift Processing is designated as the UCSD office to record, receipt and report gifts properly. • To report PRIVATE SUPPORT given to the campus to UCOP, CAE and the campus– it has to get IN the system to be reported! • To ensure GIFTS meet IRS Regulations and UC and UCSD policy and are truly a gift. A transaction may not be called a gift to cover another underlying type of transaction (ie, one that may be prohibited, or require the assessment of overhead).

15. Types of Gift Funds

16. FUND TYPES Current Funds: • Current funds are funds that are to be entirely expended for the purpose designated by the donor. Are held by either the Regents or Foundation. • Once expended, the fund is closed • Current funds are not credited with the STIP earnings…earnings are swept Endowed Funds: • Endowments are gift made to be held and invested in perpetuity: • The principal is never spent to ensure growth and long term funding Endowments require special gift language. • Endowments are held by either the Regents or Foundation. • Endowment Spending Policies allow for spending some of the annualreturn. This “spending” is then made available to the Departments.

17. Regents vs. Foundation • What’s the difference between the entities? • How are gifts processed to each? • When does a gift go to the Regents vs. the Foundation? • Once money is in the Foundation, how do you get it out? (Transferring funds for expenditure)

18. The Regents One-time current use gifts (directed to a specific researcher and/or project) Gifts-in-kind to be held and retained by department and not sold – includes gifts of intellectual property rights Real Estate to be held and used by UCSD Previously established Regents Funds Fellowships with a named Fellow and an application process: money really belongs to the Fellow Any gift where a case cannot be made that the donor made an error and did not intend it to go to the Foundation Bequests that do not specifically state “UC San Diego Foundation” or a Foundation fund All items classified as Grants, Contracts, or Business Agreements The UCSD Foundation Most gifts solicited by Development Gifts made to funds that will be ongoing with a balance maintained over period of years Annual funds and other higher volume gifts Fundraising events managed by Development (gifts with quid pro quo) Gifts-in-kind to be sold Most planned/deferred gifts (Lead Trusts, Life Estates, Gift Annuities & Charitable Remainder Trusts) Real estate for sale Previously established Foundation Funds Most endowed gifts Most gifts for capital projects GUIDELINES ON DIRECTING A DONOR’S GIFT TO THE REGENTS OR THE UC SAN DIEGO FOUNDATIONThere are various administrative and donor relations advantages to be considered in directing a donor’s gift. In particular, the UC San Diego Foundation is geared to handle high volume (many gifts solicited for the same purpose.) The Regents is primarily geared to handle individual one time gifts, particularly those for current expenditure. Reality: except for in-kind gifts to be held and retained by UCSD, any gift may be made to EITHER entity!

19. Processing a Gift What do we need to process a gift to EITHER the UC Regents or the UC San Diego Foundation? • A proper gift or pledge letter • from the donor, or solicitation letter sent to the donor (required for all gifts over $10,000; otherwise encouraged) • Check (unless it is only a pledge) • Credit Cardinformation

20. Processing a Gift (cont.) • A proper Regents or Foundation gift fund number the gift may be placed in, or a request for a new gift fund if needed • Fund Accounting rules– all gifts for a similar purpose are allocated to the same fund. New funds are only created when a unique purpose cannot be attributed to an existing fund. • Economic Interest Statement from the faculty member if applicable. (discussed later)

21. What do you need in addition for a Regents gift? • A completed Regents Gift Acceptance form • can be ordered from the Storehouse, form number FO2035 • or use the online version

22. What Happens in Gift Processing?

23. What happens to a Regents Gift once processed? “The Cycle” • Review the gift documentation to ensure it is a gift and determine acceptance criteria • Deposit check if included • Key pledge/pmt/gift into Millennium Database • Receipt and thank donor • Allocate the gift in the University Fund Accounting system • File our back-up information • E-mail notification to PI or BO Note: Only after a gift is allocated will the gift show on the Department ledger for spending.

24. What happens to a Foundation gift once processed? “The Cycle” • Review the gift documentation to ensure it is a gift and determine acceptance criteria • Deposit check if included • Key pledge/pmt/gift into Millennium Database • Receipt and thank donor • Provide to Foundation Accounting for allocation in the Foundation’s Fund Accounting system (for access by Departments) • File our back-up information • E-mail notification to PI or BO

25. Delegation of Authority for Gift Acceptance • Over $5 Million: UC President • Up to $5 Million: Chancellor • Up to $1 Million: VC- External and Business Affairs • Up to $500,000: AVC: Development • Up to $250,000: Director, Advancement Services • Up to $100,000: Deputy Director, Advancement Services • Up to $25,000: Manager, Gift Processing • All Foundation gifts in excess of $5 million must be accepted by the UC President as well. • Development/Dept staff should not sign to accept a gift or gift agreement.

26. Spending a Regents Gift • Gifts may be spent from the ledger in accordance with normal ways to expend all University funds. For example…. • Check request • Travel • Purchase order • Payroll costs • These funds work like a check book

27. Spending a Foundation Gift • Departments request use of Foundation funds by lump sum transfers to the University • The transferred funds are placed in a University Fund by Foundation accounting personnel. • Departmental personnel then expend the funds in the same manner as other University funds • These funds work like a savings account • More in the Foundation Fund Statement Powerpoint

28. Parameters Commonto Regents and Foundation Gifts • Assessment Fee – PPM 410-3 • 94% of every $ given goes towards the purpose for which it was intended • Gifts that must be accepted by the President of the UC • Endowed chairs • Real property to be retained by UC • Gifts over $5 million

29. Parameters Commonto Regents and Foundation Tax Deductibility • Quid pro quo – defined as “value received” (get what you pay for) • In a gift or event transaction, a charity is responsible, per IRS guidelines, to SPECIFICALLY disclose at the time of solicitation, the fair market value of any benefits a donor receives in exchange for a gift. • Special events are notorious for this: meals, entertainment, drink, valet, music, etc. The COST of providing these items to the charity is not necessarily a measure of FMV, especially if the costs were underwritten. The charity still must disclose the FMV of the benefits, which is NOT a tax deductible gift. • RAFFLES ticket sales are not a charitable donation and represent the purchase of a chance to win. Raffles are fraught with difficulty and NOT recommended to be used.

30. Parameters Commonto Regents and Foundation(cont.) Gifts-in-Kind (tangible items) - must have “related use” to UCSD; exceptions for appreciated property of securities and real estate. • Valued at their fair market value. • Educational discounted value used for equipment • Free or reduced services are considered “Lost Income” and are NOT charitable gifts. Only out-of-pocket costs related to providing these gifts may be deducted by the donor. • Intellectual property gifts are particularly cumbersome – contact GP immediately.

31. Parameters Commonto Regents and Foundation(cont.) Gifts-in-Kind (cont.) - IRS Requirements • If the FMV is $5,000 or more, donor will need an appraisal and must submit an IRS Form 8283with tax return. • Gifts-in-kind are receipted with a description of the gift only -- “value as declared by donor” is listed as the amount. • Donors are responsible for determining the deducted amount on their tax returns.

32. Parameters Commonto Regents and Foundation(cont.) • Matching gifts • Donor completes, signs & send with gift • GP Staff finalizes and submits for payment • Dept. Staff NOT authorized to sign • Anonymous gift • Request must be in writing • No information will be released • Gifts of Marketable Securities • Valuation date is the date they are received into our brokerage account (via DTC wire) or the properly endorsed certificates are delivered to UCSD

33. Parameters Commonto Regents and Foundation(cont.) Marketable Securities (cont.) • Valuation amount is the average of the high and low price as published by the exchange on the date of the gift • Donors are advised of how UCSD calculated the value of their securities gift; however, it is the donor’s obligation to determine valuation deducted for tax purposes • VERY IMPORTANT: Donors should not endorse the back of stock certificates. Separate stock power forms should be used. Consult with our Planned Giving Office or Gift Administration for proper handling. • Donor completes, signs & send with gift • GP Staff finalizes and submits for payment • Dept. Staff not authorized to sign • Anonymous gift • Request must be in writing • No information will be released to anyone • Gifts of Marketable Securities

34. Parameters Commonto Regents and Foundation(cont.) • Conflict of Interest Filing (PPM 200-13 Having a direct or indirect financial interest in the sponsor of research, which is funded in whole or in part. • When is the filing required • Negative vs. Positive EI • Exclusions • Gift Receipts • Sent out by Gift Processing as soon as possible, generally within a few days unless there are funds to be set up, issues with documentation or COI, or questions as to whether it is a gift or not • Non-monetary gift receipts describe the item given only – not a valuation

35. Policies • UC Development Policy and Administration Manual • UCSD Policy and Procedure Manual:1. Regents Gift Policy – PPM 410-12. Foundation Gift Policy – PPM 410-23. Classification of Awards from Private Sources PPM 150-35 4. UCSD Gift Fee Policy – PPM 410-3 5. UCSD Naming Policy – PPM 410-4

36. Forms • Foundation Fund Information Sheet http://www-er.ucsd.edu/foundationDir/FDN-ACT/fundfrms/Forms.asp • Gift Acceptance Form http://www-er.ucsd.edu/giftprocessing/

37. Questions? • Call Gift Processing • Kathy Terry 822-0715 • Sandra Stewart 534-4493