December 16, 2019


SUBJECT:    Important 2019 Calendar Year-End Gift Handling Requirements and Other Information

During the holiday season, UC San Diego Campus (excluding the hospitals and clinics) will officially be closed Monday, December 23, 2019 through Wednesday, January 1, 2020.

This notice contains important information to assist campus departments with contact information, as well as the proper handling of calendar year-end gifts made to UC San Diego, many of which may be received after the campus reopens. This is a matter of economic consequence to our donors, as there are IRS regulations that must be complied with.

Prior to the campus closure, all gifts received by departments should be sent via campus mail (mail code 0940) or delivered to the UCSD Gift Services Office at 3333 Torrey Pines Center Court, Suite 200 (Second Floor). Departments should not hold any gifts and cash should be delivered in person. Gift Services will close at the end of the day on Friday, December 20, 2019. We will reopen on Thursday, January 2, 2020 with the campus.

For our donorís convenience, the UC San Diego giving site can be accessed at any time day or night at: During the entire campus closure, many Development Officers and certain Gift Services and Foundation personnel will be checking voice mail and email throughout to ensure that gifts can be received as necessary that otherwise cannot be given online, or handled via US mail. The Gift Services and Foundation personnel are Gail Robotta (858-534-8159), Vlad Baytchev for stock gifts (858-534-4491) and Marlene Shaver (858-534-1032). You can contact any one of us and we will respond within the same day.

Upon the campus reopening in January, the following protocol needs to be followed, as 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, 2019:

1) For gifts received through the U.S. Mail, the envelope bearing a postmark on or before December 31, 2019 must be retained and attached to the gift when sent via campus mail 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, 2019 (include a department date stamp).

In the absence of such evidence, the gifts will be receipted as having been made in 2020.

To ensure timely receipting and donor acknowledgment, all calendar year-end gifts to be receipted with a December 2019 date need to arrive in the UCSD Gift Services Office by the close of business on Friday, January 10, 2020.

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 those that need to know and/or call us at (858)534-8159 or (858)534-1032 if you have any questions.

Best wishes for the holiday season!

Marlene Shaver
Assistant Vice Chancellor
Advancement Services