University of California, San Diego


December 11, 2006


SUBJECT:    Calendar Year-End Gift Handling Process

Given the closure of many academic and administrative divisions during the upcoming holidays, it is imperative that those handling the calendar year-end gifts of our donors have instruction. This is a matter of great importance and economic consequence to our donors.

For gifts received by divisions that are closed during the holidays, there is generally a substantial amount of mail to process in January. Accordingly, the following protocol needs to be followed:

Prior to the campus closure, all gifts received by departments should be delivered to the UCSD Gift Processing Office, Mail Code 0940 (or hand-delivered to 10300 North Torrey Pines Road, Second floor). Departments should not to hold checks or cash. Since UCSD’s Division of External Relations is also closing for the period of December 23th through January 2nd, any gifts received by those departments that stay open during this time should be kept in a locked and secure area until they can be sent to Gift Processing in January. (Please note that there is a separate all campus notice with contact information for Development, Gift Processing, and Foundation personnel during the holiday closure for assistance regarding charitable gifts.)

For gifts made very close to, or at calendar year-end, which are not deposited or processed until January 2007, the IRS requires that charities be able to produce concrete evidence that donors relinquished possession of their gifts on or before December 31, 2006. This evidence needs to be collected and provided to us by the receiving department, and may take several forms:

1) For hand-delivered gifts, please provide a written attestation from a department representative stating that he/she personally received the gift on or before December 31, 2006 (include a department date stamp).

2) For gifts received through the U.S. Mail, the envelope bearing a postmark on or before December 31, 2006 must be retained with the gift and attached to the transmittal sent to the UCSD Gift Processing Office.

In the absence of such evidence, the gifts will be receipted as having been made in 2007.

All calendar year end gifts to be receipted with a December 2006 date must arrive in the UCSD Gift Processing Office no later than Wednesday, January 10, 2007 at 5 pm.

We appreciate your utmost attention to this matter and thank you for your cooperation in processing these calendar year-end gifts. Please call us at 534-4493 or 534-5289 if you have any questions.

Marlene Shaver
Assistant Vice Chancellor
External Relations