Business Services Office, Student Life & Leadership, UC Irvine

Gifts to Employees from the University or a University Department

Section 1

Gifts to Employees from the University or a University Department

 Online Gift Certificate Ordering for Employee Recognition

Gift certificates and cards should be inscribed with the employee's name, if possible, and may not be used for gifts of services. 


Awards - Sympathy - Retirement

Employees may receive retirement or sympathy gifts from the University as well as non-cash awards for performance. Work-related awards in recognition of work-related accomplishments, length of service or retirement, may be acknowledged by the presentation of an item of tangible personal property

Employee recognition awards are limited to three per calendar year and limits on the cost of awards are shown in Business and Finance Bulletin G-41, Appendix A, unless exceptional approval is obtained (see IDA 290). Gift certificates and cards should be inscribed with the employee's name, if possible, and may not be used for gifts of services.

Guidance on quantity purchases of on-the-spot awards, raffles for door prizes, and other incentive gifts is also included in G-41.

In lieu of a sympathy gift of tangible personal property, such as flowers (limited to $75), a cash contribution of $200 or less may be made to a charitable organization. 

The reimbursement of expenses related to employee recognition events such as picnics, retirement receptions, and holiday parties are considered entertainment and are covered in Section 701-20.

 

Gifts to Non-Employees on Behalf of the University 

The presentation of a non-cash gift to a non-University individual or organization on behalf of the University is allowed for buiness purposes. Examples might include promotional and goodwill gifts, gifts presented as a token of appreciation for, or in recognition of, service to the University, and gifts offered as an expression of sympathy. Individuals or organizations eligible to receive gifts include donors or potential donors, visiting dignitaries and scholars, volunteers (including students), clientele, and members of the local community. 

To avoid any appearance of favoritism, no officer or employee should present a gift that appears to be offered because of the position held by the recipient. Only department heads have the authority to approve requests to reimburse expenses for non-cash gifts presented on behalf of the University. This authority may not be redelegated and any exception must be approved by the Chancellor. 

Requests for payment or reimbursement of non-cash gift expenditures may not be charged to State funds and must be submitted on a Check Request (Form 5) with supporting documentation.

CONTACT

Accounting Office - Accounts Payable/Payquest
(949) 824-3662

POLICIES & PROCEDURES

UC Business and Finance Bulletin
  G-42, Gifts Presented to Non-Employees on Behalf of the University

UCI Administrative Policies & Procedures
  Sec. 700-13, Guidelines for Reimbursement of Gift Purchases