Acceptance of Donated Property
Who completes the form?
Donor must complete the following on the donation form (we cannot, IRS stuff involved)
Item description (to include make and model),
If multiple items, they can attach and reference "see attached sheet for multiple items" or process 1 item per form.
Fair Market Value with attached supporting documentation. This can be obtained by a paid receipt/invoice, manufacture suggested retail, Kelly blue book, ebay or appraisal. Can not be left blank.
Printed outs of web pages are okay.
MCC can not assign a value (IRS stuff, we do not want to get involved).
If donor wants to assign $0 value, they must write it in. This is okay.
Serial number (if none, write in N/A)
Restrictions on use, if any. (it is okay if this is left blank)
Printed Name of Donor
Signature of Donor
Date signed by Donor
Donor's mailing address
The responsibility of the MCC Department accepting the donation must complete the following on the form,
Printed Name of Recipient
Authorized Signature of Recipient (any MCCCD board approved employee can sign)
Date signed by Donor
The considered factor list (check off, as applicable)
*If donor is an MCCCD employee, they cannot sign as the recipient. Employee donations would need their department chair or supervisor signature.
The responsibility of Property Accounting Department must complete the following on the form,
Campus
On Campus Location (CFS location)
Serial Number (write N/A, if there is none)
Asset tag number (if applicable, based on fair market value)
If single asset(s) are over $1,000 or more, need to assign and affix appropriate property tag, record asset tag and cfs location on donation form.
If assets are under $1,000, need to assign and affix yellow/white property tag, records asset tag and cfs location on donation form.
NOT all donations under $1,000 can be tagged, this is okay.
The responsibility of the President, VP, Dean or Dept Chair must complete the following on the form,
Signature of President and date
Signature of VP, Dean or Dept Chair and date
The considered factor list (check off, as applicable)
The donations can come to Property Acct two ways:
Completed donation form sent to Property Acct from Deb Devore's office
Donor initiates donation form with Property Acct.
If donation is an automobile, contact Carmen Gonzales on how to process.
How to process forms from Deb Devore's office:
Review form, make sure donor portion is complete.
Look at the fair market value.
Make sure supporting documentation is attached, if not contact Deb to get it.
If single asset(s) are over $1,000 or more, need to assign and affix appropriate property tag, record asset tag and cfs location on donation form.
If assets are under $1,000, need to assign and affix yellow/white property tag, records asset tag and cfs location on donation form.
NOT all donations under $1,000 can be tagged, this is okay.
The President and VP has signed form.
If no President or VP signature, call Deb to see if something was over looked and if she wants to send it up for signature.
Once Deb obtains the Admin signatures, her office sends a "Thank You" letter to the donor for records/receipt.
Property Accounting will provide a copy of the completed paperwork to the accepting department for their records.
Property Accounting will make a department copy and file.
The original donation forms are sent to District Capital Asset Accounting via lavender bag.
How to process forms initiated by Property Accounting Office:
Review form, make sure donor and accepting department (recipient) portion is complete.
Look at the fair market value. Make sure supporting documentation is attached, if not contact Donor to get it.
If single asset(s) are over $1,000 or more, need to assign and affix appropriate property tag, record asset tag and cfs location on donation form.
If assets are under $1,000, need to assign and affix yellow/white property tag, records asset tag and cfs location on donation form.
NOT all donations under $1,000 can be tagged, this is okay.
Property Accounting will make a copy and send the originals to Deb Devor's office.
Deb's office will record the donation and obtain the Admin signature's.
Once Deb obtains the Admin signatures, her office will send the original forms to Property Accounting.
Her office makes a copy of the completed forms and sends a "Thank You" letter to the donor for records/receipt.
Review form, make sure President and VP has signed form.
If no President or VP signature, call Deb to see if something was over looked and if she wants to send it up for signature.
Property Accounting will provide a copy of the paperwork to the department.
Property Accounting will make a department copy and file.
The original donation forms are sent to District Capital Asset Accounting via lavender bag.
I have attached the "Acceptance of Donated Property" form to this email. You can email or fax the form to the donor to complete the donation process.
The donor needs to complete the following:
Item (with make and model)
Fair Market value (needs to attach supporting documentation)
Serial number (if applicable)
Restrictions on use, if any
Printed Name of Donor
Signature of Donor
Date
The accepting department needs to complete the following:
On Campus location: building and room
Printed Name of Recipient
Authorized Signature of Recipient
Dept Chair Signature
Date
Please forward the donation form and any attachments with the original signatures to me. If the item needs to be property tagged, I will contact you to make arrangements. I will also update the donation form with the assigned property tag information. Your department will receive a copy of the donation form once it has the President's signature.
Please note the donated item is not property of the college/district until the form is completed by the donor and approved by the MCC Administration. Deb Devore and I work together on obtaining the approvals and sending "Thank You" letters to the donors.
Please contact me if you have any questions.
Diane Gunkel
461-7909
MCC Property Accounting