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SUNY PLATTSBURGH
POLICY ON ACCEPTANCE OF GIFTS IN KIND

Approved by Executive Council on November 8, 2005

This is a joint policy of the State University of New York at Plattsburgh and the Plattsburgh College Foundation.  This policy does not apply to gifts of stocks and other securities, art and historical treasures, or gifts of real property. 

Acceptance of all Gifts in Kind that are to be used by a department of the College in furtherance of the department or College's mission is the responsibility of the College and requires appropriate approval in accordance with the State University of New York Gift Acceptance Procedures which delegates authority for acceptance of gifts of more than $100,000 to the Chancellor of the State University of New York and authority for acceptance of gifts of not more than $100,000 to the President of the College (see Attachment A).  The President of the College may delegate authority for acceptance of gifts to other College officials. In addition, the following considerations must be given appropriate weight prior to any acceptance:

  1. The ability of the College to honor any terms or restrictions placed on the gift 
  2. Any cost associated with administering, caring for, maintaining, or disposing of the gift 
  3. Any physical or environmental hazards associated with the gift 
  4. The ability to ascertain an appropriate fair market value for the gift 
  5. The ability to locate a suitable location or storage for the gift


Gifts in Kind that are not to be used by a department of the College in furtherance of the department or College's mission may be accepted by the Plattsburgh College Foundation, Inc, in accordance with their internal policies and procedures.  Those policies may include the requirement that the marketability and value of the property to be donated be clearly demonstrated.  In addition, there must be the understanding that the property may be sold at any time and the proceeds used in accordance with the wishes of the donor provided the gift meets the needs of the Foundation or College or supports an activity of the Foundation or College.  Careful consideration of the potential costs, risks and liabilities associated with the acceptance of such gifts must be an integral component of any process used to determine acceptance or rejection of the gift.

The College and the Foundation will conform to IRS requirements and CASE reporting standards for all gifts in kind.

Whether acceptance of a particular donation is the responsibility of the College, the Foundation, or the State University of New York, possession of the donation cannot occur until proper authorization has been granted.

Authority for promulgation of College procedures associated with this policy is delegated to the Vice President for Administration.

Authority for acceptance of those gifts covered under this policy is delegated to the campus Gift Acceptance Committee that is comprised of the voting members of the President's Executive Council.

The following has been added to address the concerns expressed by the Executive Council regarding review of all such gifts, regardless of value.  The intent of this change is to reduce the need for approval of low-level activity on a continuing basis while retaining the council's oversight and knowledge of such activity.  This change will allow the council to exempt certain activity within a prescribed level and scope from their continued review either through exemption requests from parties involved in such activities or through the granting of exemptions when no request has been made when the council recognizes the need for one.

Exemptions to this policy may be granted to departments or individuals involved in gift in kind activity that involves items of low value that pose little risk to the College.  Requests for exemptions from this policy should be submitted to the Gift Acceptance Committee.  The exemption request should include a description of the activity involved including frequency, type, and range of value of items to be accepted, provide a justification for the exemption, and include procedures in place to control the activity.  The Gift Acceptance Committee may also issue unsolicited exemptions for such activity that is frequent, involves items of low value and which pose little risk to the College.  Exemptions cannot apply to individual items valued at $5,000 or more.

 

Contact Information

For more information about Administrative Policies approved by Executive Council, please contact:

Cindy E. Fuller
Management Services Coordinator
Management Services Office
Office: Kehoe 710-11
Phone: (518) 564-2538
Fax: (518) 564-2540
Email: fullerc@plattsburgh.edu