In-Kind Gift Procedure

Procedure Section: 
College Administration
Effective: 
Thursday, March 6, 2014
Steward: 
Procedure: 

Decisions to accept in-kind gifts on behalf of the College shall be made jointly by the College Foundation and the appropriate administrator, division dean, faculty or staff member.  Once an in-kind donation has been approved by both offices, it is the responsibility of the department receiving said gift to arrange for physical transfer of the donated items.

If the goods are to be receipted to the Foundation, the following procedure will apply:

1)      College Foundation office staff will process appropriate paperwork (e.g. receipt and thank you letters). If the donation is licensed or titled property, the College Foundation office will work with the faculty or staff member receiving the donation to obtain the necessary signatures, appropriate forms and transfer the titles with the Department of Licensing. The College Foundation office will then ensure that all proper paperwork is processed.

2)      All equipment or goods accepted by the Foundation must be approved by the division dean of the receiving department and are then immediately transferred to the college.  Therefore, the equipment or goods become subject to the college property guidelines.

3)      Various types of arrangements may be made between the Foundation and the college or department so that equipment or goods may be used for instructional or administrative purposes, and any expenses incurred can be equitably distributed.

If equipment is to be receipted to the college, the following procedure will apply:

1)      The College Foundation office staff will process all receipts and thank you letters.

2)      All equipment receipted to the college will become part of the college inventory, and thus a piece of state inventory.  As such it may only be sold through state procedures. College administrators will determine where proceeds from such a sale will go, unless otherwise stipulated by the donor.

3)      Various types of arrangements may be made between the Foundation and the college or department so that equipment or goods may be used for instructional or administrative purposes, and any expenses incurred can be equitably distributed.

Purpose: 

The purpose of this procedure is to define in-kind gifts and whose office is responsible for receiving and receipting in-kind gifts.

Definitions: 

An in-kind donation is defined as any non-cash gift, including goods, services, or property, made to the College or College Foundation.

Procedure Code: 
PRCADM213