G-31-7 Acceptance of Gifts or Donations

The following policy will be used in connection with acceptance of gifts other than cash and this policy applies to gifts to the College and does not affect the current procedures used for handling donations to the COCC Foundation:

  1. If an employee is approached and offered a gift or suggested donation, he/she should, in a tactful and appropriate way, indicate to the potential donor the College's interest and appreciation and advise them that the College will determine if a use can be found for the gift.

  2. The employee should then provide information about the gift to their Senior Leadership Team Member and the Chief Advancement Officer, along with a recommendation for the acceptance or refusal of the gift.

  3. If the gift can be used by the College, the department receiving the gift will complete requisite paperwork provided by the COCC Foundation, and the Foundation will then write a letter to the donor acknowledging the gift. If the gift cannot be used by the College, the appropriate Senior Leadership Team Member or Chief Advancement Officer will notify the donor.

  4. Gifts of real property can only be accepted by the Board of Directors.

  5. Employee Gifts and Events:

    The College provides awards and gifts to employees in the following forms;
    1. Employee achievement awards (qualifying recipients determined  by Human Resources by the appropriately assigned COCC group or committee per the GPM).
    2. Length of service awards (qualifying recipients determined by Human Resources).
    3. Full-time employee retirement gifts (qualifying recipients determined through employee's Department and HR also provides a retirement plaque).

Generally, these employee awards/gifts do not exceed $100 and are in the form of tangible property (e.g., plaques, pen-sets, coffee mugs, clothing, etc.). In the case of the employee achievement awards, these awards are a cash value of $1000 paid to the employee through payroll and are considered taxable income. For other types of awards and/or prizes associated with COCC events and/or activities, tangible property is highly recommended, but the college recognizes there may be instances where cash equivalents (e.g., gift cards) or other non-excludable awards (considered taxable income by the IRS), may be the preferred option.

Staff or departments may want to recognize retiring employees for outstanding achievement, or length of service with a reception, party or lunch. In these cases, retirement gifts should not exceed $100 of department funds and should be tangible property. It is inappropriate to expend college funds for the purpose of food for a retirement party, lunch, etc. The Department may, however, seek approval to use some or all of the $100 on a combination of food for an on-campus event and gift (on campus only). Funds will come out of department's budget and may not be used for the purchase of alcohol. This applies only to retirement - not other events.