Policies and Guidelines for Gifts
This policy governs the appropriate use of university funds for gifts for university employees and non-employees, including suppliers.
Gifts can be given for a variety of reasons, including recognition of accomplishments, length of service, retirement, or as an expression of sympathy. The dean is required to give final approval of all gifts.
The Awards and Gifts Matrix presents a simple, at-a-glance summary of the types of awards, the eligibility and scope, funding and payment restrictions, and payment requirements.
The UCR Reference Guide on Giving Gifts provides a more detailed reference on UCR gift policy and unallowable gifts.
When using Business Operations to assist with your request, fill out the Awards and Gifts for UC and Non-UC Employees Form and submit to Business Operations Generic Request Form.
Using the Business Operations Reimbursement form and choosing the option: Gift or Other, is also an option. Using this option will route for additional approvals.
Types of Gifts for UC Employees
Non-cash gifts may be awarded to employees for a variety of reasons. See policies for unallowable gifts.
Employee Recognition Including Spot Awards
An item of tangible personal property awarded to an employee in recognition of his or her noteworthy work-related accomplishments. Not to exceed three awards per year and no more than $75 in total for all awards in a calendar year.
Length of Service Recognition
Employees with at least five years of service may receive an award of tangible personal property, worth $400 or less, given as part of a meaningful ceremony and based on length of service, rather than employee classification. The length of service recognition is handled through the dean's office at the annual recognition event.
Incentive for Participation
Includes door prizes and gifts presented for employee participation in events and surveys. These cannot be used as a reward for performance and must be $75 or less in cost.
Retirement
Non-cash gifts of tangible, personal property, not in excess of $400, given in recognition of an individuals accomplishments. Does not include farewell or graduation gifts.
Sympathy
Tangible personal property, not in excess of $75, given to an employee or a member of the employee's family in the event of major illness or death. Examples include flowers, plants, fruit and books.
Types of Gifts for Non-Employees
Non-cash gifts may be given to non-employees and organizations outside UCR.
Promotional Gifts
Tangible, personal property, not in excess of $75 in value, such as T-shirts, caps, pennants, mugs or pens bearing the UCR logo.
Appreciation or Recognition Gifts
Tangible, personal property, not in excess of $600 in value, such as flowers, tickets to an event, a mean, gift certificate or memento.
Sympathy Gifts
Tangible, personal property, not in excess of $200 per recipient, presented in the event of death or major illness either to or on the behalf of non-employees or members of their families or households.