Gifts and Donations

Guidelines: Gifts and State Ethics Rules

School Administrators, Program Directors, or their designees will notify Development of all gifts and donations to the School. Gift and donation propositions will also be reported to Development for review prior to acceptance. Development will track all gifts and in-kind donations. Donors will receive formal recognition from the University.

Items all state employees may receive

  • Items from family/friends when clear beyond reasonable doubt not to gain influence in the School
  • Items related to outside business of recipient that is customary and not related to recipient’s performance of official duties
  • Items exchanged among employees or a social event hosted by a state employee for coworkers
  • Group discounts
  • Awards, prizes or scholarships provided in recognition of academic or scientific achievement
  • Food and beverages consumed at hosted receptions (not sit-down meals) where attendance is related to employee’s official state duties
  • Unsolicited promotional items of nominal value such as pens
  • Unsolicited tokens or awards such as trophies and plaques
  • Informational material, publications, or subscriptions related to official duties
  • Admission to, and the cost of food and beverages consumed at, events sponsored by or in conjunction with a civic, charitable, governmental, or community organization

Limitations on state employees who have influence over purchasing/contracting
State employees participating in state business through approval, disapproval, decision, recommendation, or rendering of advice may only accept the items which all state employees may receive (section above).

Items state employees without influence over purchasing/contracting may additionally receive

  • Gifts up to $50 per year per source (cumulative)
  • Payment of enrollment, course fees, and travel expenses of attending seminars and educational programs sponsored by a bona fide governmental or nonprofit professional, educational, trade, or charitable association or institution
  • Payments by a governmental or nongovernmental entity of reasonable expenses incurred in connection with a speech, presentation, appearance, or trade mission made in an official capacity

    Official capacity means within scope of duties and on work time

  • Unsolicited flowers
  • Food and beverage on infrequent occasions in the ordinary course of meals where attendance by employee is related to the performance of official duties

Outside employment for compensation
Outside employment activities are reported on the Request for Approval of Outside Professional Work for Compensation form, formerly UW form 1460. Activities that fall in this category should not be performed with state resources or on state time. A conflict of interest review is also important.

This is not an exhaustive list of examples; see Compliance Director for additional information

For information on billing services which involve donated supplies/hardware, see the following School policy