B.2. Gift/Private Grant Acceptance Form Spring 1992 Development Policy and Administration Manual Chapter IV. Gift Administration Procedures Section B. Documenting Gifts ************************************************************* GIFT/PRIVATE GRANT ACCEPTANCE REPORT (UDEV 100) The University of California Gift/Private Grant Acceptance Report (UDEV 100) (see sample following) is the official internal record of acceptance of gifts, grants, and pledges (hereafter "gifts") from private sources to The Regents. Preparation of this form is generally initiated by each campus in either the department that received the gift or the central gift-processing office, depend- ing on campus procedures. For gifts requiring Regental approval, the unburst gift form should be forwarded to the Office of the President with the Regents' item. It will be signed and returned to the campus when the item has been approved. For bequests allocated by the President or The Regents, preparation of this form is initiated in the Office of the President, and the form is sent to the campus for completion. Mandatory Use. Use of this form is mandatory to record accep- tance of gifts of $1,000 and over, and all gifts for endowment and gifts of real property. This form should also be used to report acceptance of private grants, except at campuses where a separate form for this purpose has been approved by Development Policy and Administration, Office of the President. In addition, payments against pledges previously reported should be recorded on this form unless the campus has adopted a separate form for this purpose. For all gifts requiring Regental approval (real property, gifts over $1,000,000, or plant funds over $500,000), all gifts from foreign sources, and endowments or funds functioning as endowments, the UDEV 100 original is transmitted through the campus's central gift-processing office to the Office of the President, which is the Office of Record for these gift catgories. For gifts not in the above-mentioned categories, the original is transmitted to the campus's central gift-processing office, which is the Office of Record for these gifts. In both cases, the original of the forms should be accompanied by the original documents of all correspondence from the donor, as well as copies of other correspondence as specified in the instructions on the cover sheet of the form. Optional Use. Use of the UDEV 100 form is optional to record acceptance of gifts in amounts under $1,000, and procedures for such use are at the discretion of each campus. Campuses electing not to use this form to process these gifts are expected to develop alternative processing procedures that satisfy campus accounting, audit, reporting, and gift administration require- ments. For those campuses electing to use this form for some or all gifts in this category, the original of each form (including supporting documentation) is transmitted to the campus's central gift-processing office, which is the Office of Record for these gifts. Detailed instructions for completing the form are provided on the cover sheet of the form (see sample on pages 102-103). The "Acceptance By" box must be signed only by the person on each campus officially authorized to accept gifts or private grants. This almost always will be the Chancellor or someone in the central campus gift- or grant-processing office.