December 12, 2012


SUBJECT:    Calendar Year-End Gift Handling Schedule and Services

This notice contains information to assist campus departments with the proper handling of calendar year-end gifts. This is a matter of importance and economic consequence to our donors, as there are IRS regulations that must be complied with. Given the closure of most academic and administrative divisions during the upcoming holidays, we understand that there is generally a substantial amount of mail to process in January.

Prior to the campus closure, all gifts received by departments should be delivered to the UCSD Gift Processing Office at Torrey Pines Center North (TPCN Plaza Level), Mail Code 0940. Departments should not hold checks or cash, and please do not send cash through campus mail.

UCSD's Gift Processing Office will close at the end of the day on Friday, December 21, 2012, and will re-open at 7:30 a.m. on December 31, 2012 to process any mail and gifts delivered from December 22nd forward. Departments that are open should deliver the gifts directly to Gift Processing if at all possible. Please call us at 534-4493 or 822-0715 to make a delivery to TPCN Plaza Level, or advise us as to how we can assist you to pick up gifts if necessary.

During the entire campus closure, certain key Gift Processing and Foundation personnel will be checking voice mail and email throughout to ensure that gifts can be received as necessary that otherwise cannot be mailed or handled via US mail. Those personnel are Kathy Terry (858-822-0715), Sandra Stewart (858-534-4493) and Marlene Shaver (858-534-1032).

You can contact us and one of us will respond within the same day.

For gifts received by divisions that are closed during the holidays, the IRS requires that charities be able to produce documented evidence that donors relinquished possession of their gifts to the charity on or before December 31, 2012. Accordingly, the following protocol needs to be followed upon your return to campus in January:

1) For gifts received through the U.S. Mail, the envelope bearing a postmark on or before December 31, 2012 must be retained and attached to the gift when sent to the UCSD Gift Processing Office.

2) 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, 2012 (include a department date stamp).

In the absence of such evidence, the gifts will be receipted as having been made in 2013.

To ensure timely receipting and donor acknowledgment, all calendar year-end gifts to be receipted with a December 2012 date need to arrive in the UCSD Gift Processing Office by the close of business on Friday, January 11, 2013.

We greatly appreciate your attention to this matter and thank you for your cooperation in handling calendar year-end gifts. Please share this information with your faculty, and any staff members that may need to know. Please call us at 822-0715 or 534-4493 if you have any questions.

Best wishes for the holiday season.

Marlene D. Shaver
Assistant Vice Chancellor
Advancement Services