Microsoft Word - Record of Donations and Gifts Form ACC-F021 07.18.17 Rev. A

07.18.17;Rev.A

ACC‐F022

NameofDonor:____________________________________________________________________________________

Address:_________________________________________________________________________________________

City/State/ZipCode:____________________________________________PhoneNumber:______________________

Email:___________________________________________________________________________________________

Part1–DonationInformation

I/Wewishtodonateto______________________________schoolsite/departmentforthefollowingprogram,grade,

oractivity(includingStudentCouncil,ASB,orschoolclub),_________________________________________________

________________________________________________________________________________________________

TypeofDonation

□

Cash/check$____________(PleasemakecheckspayabletotheschoolorSCUSD)

□

Supplies,equipment,property,etc.(estimatedvalue)$____________

□

Sponsorship$____________

Pleasechecktheboxbelowthatappliestothisdonation

□

Donationisintendedforagroup/organizationaccountedforwithintheschool'sStudentBodyFund(ASB).The

donation(check/cash)willbedepositedintotheStudentBodyFundaccount.

□

DonationisunrestrictedorintendedforaDistrictprogram(includesschoolsiteevents/activities,notintended

forschool'sgroups/organizations.).

Part2–DonationOtherthan

Cash‐Equipment,vehicles,materials(examples:paint,cleaningproducts,labmaterials,used

technology,etc.)andinstructionalmaterialsmustbeinspected/evaluatedbytheappropriatedistrictofficialandclearedbeforeBoard

approvalandacceptance.Pleasecontacttheappropriatedepartmentforaninspectionorevaluationappointment.



DescriptionofDonation/Gift(Completedescriptionofarticle,includingserialnumber,etc.)__________________________

_____________________________________________________________________________________________________________



DistrictOfficialInspection: Cleared□NotCleared□ Signature

:______________________________

Part3–TaxReceipt‐

ThisformisatemporaryreceiptuntiltheBoardactstoformallyacceptthecharitable

donationtoaDistrictprogramorschool.UponBoardacceptancealetterwillbeissuedtothe Donorattheaddress

listedonthisform.

Part4–SchoolSite/DepartmentRepresentation

Iunderstandthelegaltitletothefunds/propertybeingdonatedtransferstopublicfundsandthepropertyofthe

District.TheDistrictwillensurethedonationisusedasintendedandinaccordancewithstateandfederallaws.

AdministratorName:____________________________Signature:_____________________________Date:__________



SendformtoAccountingServicesBox802‐A

RECORDOFDONATIONSANDGIFTS

(Instructionsprovidedonreverseside)

BusinessServicesUseOnly:

BudgetCode:___‐_____‐__‐_____‐_____‐_____‐_____‐____Amount:$______________DatePosted:____________

07.18.17;Rev.A

ACC‐F022

ProcedureforRecordingDonationsandGiftstotheDistrict

SacramentoCityUnifiedSchoolDistrictwelcomesdonationsforourschools,andencouragescommunitypartnerships.

Upontherecommendationoftheschool/departmentadministrator,theGoverningBoardmustformallyapproveand

acceptdonations.OurBoardevaluatesdonationsforanyconditionsorrestrictionsimposedbythedonorwithrespect

todistrictgoals,strategies,andsuccessofourstudents.

Distribu

tionofthisForm

1. Copytodonor(preliminaryreceipt)

2. Retaincopyatsite/departmentforyourrecords

3. SendoriginalformtoAccountingServicesBox802‐A.Includethefollowing:

a. IfdonationisunrestrictedorintendedforaDistrictprogram,includecash/checkandDetailDeposit

Form(ACC‐F017)withyourRecordofDonationsandGiftsform.

b. Ifdonationisintendedforagroup/organizationaccountedforwithintheschool'sStudentBodyFund

(ASB),deposit(check/cash)intotheStudentBodyFundaccount.ForwardtoAcco

untingacopyofthe

ASBDepositSummaryForm(ACC‐F019)anddepositslipwithyourRecordofDonationsandGifts

form.

AllDonationsandGifts

 Thisformmustbecompletedbythedonorandreceivingschool/departmentadministratorifdonationorgiftis

recommendedtomeettheneedsofthedistrict’svisionandphilosophyforstudents.

 Allfunds,property,orgoodsdonatedbecomepublicfundsandthepropertyoftheDistrict,andshouldbeused

forthepurposeforwhichth

eyweredonatedandinaccordancewithstateanddistrictpolicies.

 AllcharitabledonationstoaDistrictprogramorindividualschoolmustbeapprovedandacceptedbythe

GoverningBoardbeforeadonationbudgetisestablishedfortheindividualschool/departmentforthedonated

amount.

 Formoreinfor

mation,pleaserefertothedi

strict’sDonationandGiftGuidelines.

SuppliesandOtherGifts

 GiftsthatconsistofsupplyitemsshouldbeheldbytheacceptingadministratoruntilBoardacceptance.After

theBoardhasacceptedthegift,supplyitemsmaybeforwardedtotheintendedrecipient.

 Anytypeofsuppliesormaterials(instructionalandnon‐instructional)(examples:paint,sciencelabmaterials,

cleaningproducts,etc.)thatsho

uldbeinspectedandevaluatedforhealthandwelfareofstudentsmustreceive

clearancefromthedistrictofficialusingtheRecordofDonationsandGiftsformbeforeBoardapprovaland

acceptance.

 Formoreinformation,pleaserefertothedistrict’sDonationandGiftGuidelines.

Cash/Checks

 ForwardacopyoftheRecordofDonationsandGiftsformwithcash/check.(Seeinstructionsaboveunder

“DistributionofthisForm.”)

 UponBoardapproval,thefundswillbecreditedtoyoursite’sdonationaccount.

EquipmentorVehicles

 Giftsofequipment,includingusedtechnology,orvehiclesmustreceiveclearancefromtheappropriate

departmentadministratorinchargeofinspectionforthespecifictypeofgiftbeforegoingtotheBoardfor

approvalandacceptance.

 Equipmentorvehiclesnotclearedforacceptanceshouldbereturnedtothedonorimmediatelybythe

receivingadministrator.Pleasewrite“VOID”overtheformandretainacopyatyoursite/department.



BoardAcceptance

 Followingcompletionoftheprocessabove,allcharitabledonationsorgiftstoaDistrictprogramorschoolwill

beformallyacceptedbytheBoardandadonationacknowledgementletterwillbeissuedasthedonor’sofficial

receipt.

