Gifts-in-Kind are donations of tangible items or professional services donated to the Baton Rouge Community College Foundation in support of the College’s mission. These gifts are received by the Foundation in partnership with the faculty or staff representing the beneficiary program.
The designated faculty or staff member is responsible for evaluating the proposed gift, completing the approval process, coordinating delivery, and providing confirmation and documentation to the Foundation once the gift has been received.
How to Accept a Gift-in-Kind
Step 1: Evaluate the Gift
Before agreeing to accept a Gift-in-Kind, discuss the opportunity with your leadership team, including your Program Manager, Dean, and/or Vice Chancellor. Consider the following:
- Is the gift relevant to the work and mission of the College?
- Could accepting the gift impact the reputation of the College or Foundation?
- Will the gift create any costs for the College (e.g., maintenance, repair, or preservation)? If so, how will those costs be covered?
- Are there any risks associated with accepting the gift?
- Will the gift require special facilities, storage, or equipment?
- Does the donor have any conditions or restrictions?
- How will the gift be used within the program?
- If the gift cannot be used by the College, will the donor permit it to be sold?
Step 2: Complete the Approval Form
Once the gift has been reviewed with your leadership team, submit the Gift-in-Kind Request for Approval form. Approval must be granted before a gift can be accepted.
- Program or Department Leadership Team and Dean
- Provost and Vice Chancellor for Workforce and Student Development
- Vice Chancellor for Finance and Administration
- Chief Information Officer (if the gift involves IT resources)
You will receive confirmation once the routing and approval process is complete.
Step 3: Coordinate Delivery
After approval, work with the donor to arrange delivery and confirm their expectations regarding tax documentation. Consider the following:
- Acknowledgment Letters: Standard procedure is for the Foundation to issue an official Gift-in-Kind acknowledgment letter describing the item and verifying receipt after the donation is received. Upon request, the acknowledgment letter can be prepared in advance and provided to the donor at the time of delivery or receipt. Please submit your request at least five business days prior, to allow sufficient time for processing.
- IRS Form 8283: For gifts that are valued over $5,000 and accompanied by a qualified appraisal, the Foundation can complete Section B, Part IV of IRS Form 8283. This is only at the donor’s request.
Step 4: Confirm Receipt
After the item has been received, complete the Gift-in-Kind Receipt Confirmation Form to notify the Foundation.
This ensures the gift is properly recorded, acknowledged, and included in official donor recognition. Exceptions may be made when accepting multiple gifts-in-kind associated with a fundraiser, special event, or initiative.
For questions related to accepting a gift-in-kind, please contact Michele Whitaker at whitakerm@mybrcc.edu.