University of California, San Diego


December 11, 2007


SUBJECT:    Calendar Year-End Gift Handling Process

Many academic and administrative divisions close during the upcoming holidays. I write to provide important information to those that handle mail containing the calendar year-end gifts of 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. Upon your return, it is imperative to understand the IRS regulations regarding evidence of the date a gift is made. This is a matter of great importance and economic consequence to our donors.

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 hold checks or cash. UCSD Gift Processing will be open for the period of December 26-28 and any gifts received by those departments that stay open during this time should be delivered directly to Gift Processing.

The IRS requires that charities be able to produce concrete evidence that donors relinquished possession of their gifts on or before December 31, 2007. Therefore, for gifts made very close to, or at calendar year-end, which are not deposited or processed until January 2008, this evidence needs to be collected and provided to us by the receiving department. Accordingly, the following protocol needs to be followed:

1) For gifts that are hand-delivered to you by donors, provide a written attestation from a department representative stating that he/she personally received the gift on or before December 31, 2007 (include a department date stamp).

2) For gifts received through the U.S. Mail, the envelope bearing a postmark on or before December 31, 2007 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 2008.

All calendar year end gifts to be receipted with a December 2007 date must arrive in the UCSD Gift Processing Office no later than Wednesday, January 09, 2008 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 share this information with your PI's, Department Business Officers, Fund Managers, Administrative Assistants and staff members. Please call us at 534-4493 or 534-5289 if you have any questions.

Thank you and Happy Holidays!

Marlene Shaver
Assistant Vice Chancellor
External Relations