School of Medicine Intranet

Deborah Deas presenting a gift to Carrie Byington

Awards & Gifts

Awards & Gifts

Business Operations provides guidance and support for the purchase and reimbursement of awards and gifts. Use the options below to submit requests, obtain required approvals, and ensure compliance with University and School of Medicine policies.

ServiceNow Procurement Commodity Request 
  • For purchases of awards or gifts.
  • Submit a ServiceNow Procurement Commodity Request and attach a completed & signed Awards and Gifts Form.
ServiceNow Reimbursement Request 
  • For reimbursement of awards or gifts purchased out of pocket.
Reimbursement Requests

When submitting a reimbursement request:

  • If the Awards & Gifts Form has not been signed, select "Other" as the reimbursement type. Approval will occur through the ServiceNow ticket process, and a signed form is not required.
  • If the Awards & Gifts Form has already been signed, select "Gift Reimbursement" to avoid duplicate approvals.

Gifts for UC Employees

Non-cash gifts may be given to employees for a variety of purposes. Refer to the information below for allowable gift types, eligible amounts, and applicable restrictions.
Note, insignia/branded items must fall under one of the following categories: Employee Recognition, Length of Service, Retirement, Incentive, or Sympathy.

Funding Restrictions

State Funds may be used for expenditures associated with:

  • Employee recognition
  • Length of service
  • Retirement awards

Federal or State Funds may not be used for:

  • Sympathy gifts and cash contributions
  • Raffle prizes, door prizes, and incentive gifts to complete surveys and questionnaires
     

  • 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.

  • 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. 

  • Includes door prizes and gifts presented for employee participation in events, surveys, and questionnaires. These cannot be used as a reward for performance and must be $75 or less in cost. 

  • Non-cash gifts of tangible, personal property, not in excess of to exceed $400, given in recognition of their retirement from the University. Does not include farewell gifts.

    The Staff Retirement Gift Program is available to staff employees who retire with 5 or more years of University Retirement Service Credit. For more information, please visit Retirement Gift Program. Please note that SOM HR facilitates any requests related to the Staff Retirement Gift Program.

  • Tangible personal property, not to exceed $75, given to an employee or a member of the employee's family or household in the event of major illness or death. Examples include: flowers, plants, fruit baskets, and books.

    As an alternative, cash contribution may be made to a charitable organization in lieu of a gift of tangible personal property, not to exceed $200.

Gifts for Non-UC Employees

Non-cash gifts may be given to non-employees and organization outside UCR for a variety of purposes. Refer to the information below for allowable gift types, eligible amounts, and applicable restrictions.

Funding Restrictions: 

  • State Funds
    • Expenditures for gifts may not be charged to State Funds except for a gift awarded to a student for an academic achievement.
  • Contract and Grant Funds
    • Federal, local government, and private contract and grant funds may not be used to purchase gifts, unless such expenses and purpose are specifically authorized in the contract or grant.
  • Non-State Funds
    • Various non-State funds controlled by the University (e.g., endowments, gifts, etc.) may be used to purchase gifts, in accordance with this policy and subject to any restrictions on those funds. In the event of a conflict between the terms of the funding source and University policy, the more restrictive policy shall apply.

       

  • Tangible, personal property, not to exceed $75 in value, such as T-shirts, caps, pennants, mugs or pens bearing the UC/UCR logo.

    For assistance with getting started with your promotional gift requests, please visit the Graphic Design Requests site for a step-by-step procedure and important deadlines.

    Any items containing the UCR SOM or UCR Health logo must have prior approval from the Strategic Initiative Office or UCR Health, respectively. See UCR School of Medicine Logos site for more details.

    Use of UCR institutional logos and seals on print, digital, web, and social channels requires approval by University Relations. Please contact University Relations for permission and guidance on applications of all institutional logos and seals. For more information, please visit the UCR Brand Identity page.
     

  • Items of more than minimal value. (e.g., a plaque, watch, logo item, book, nonnegotiable gift certificate, tickets to a sporting, theatrical, or musical event, or a meal provided to an individual in appreciation or recognition), not to exceed $600.

    A gift may be presented to a participant for participation in a research study, completion of a survey or questionnaire, or for participation in another University-sponsored event. 

    For research studies only, gift cards can be presented to research participants. Departments should contact their FAO/budget owner or grant analyst to confirm if any funding restrictions apply.

    Please refer to Gift Cards for Research Participants Guidelines.

  • Tangible, personal property, not in excess of $200 per recipient, presented in in the event of the death or major illness of an individual associated with the University or a member of the individual's family or household. Examples include but are not limited to flowers, plants, fruit baskets, and books. 

    As an alternative, cash contribution may be made to a charitable organization in lieu of a gift of tangible personal property.
     

Policies:

 

Forms:

 

Resources: