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Policies and Procedures

APPM

10.11.8 Gift Giving to the University Art Collection (Revised as of 2/26/14)

POLICY

Gifts of works of art or funds to the UAC must conform to the UAC’s Mission, Collection Development Policy, and related conditions set out in APPM section 10.11.2 under “Policy.” Decisions to accept or refuse gifts of artwork will be made by the University Art Collection Committee. All gifts are coordinated with the Development and Alumni Affairs Office of Wayne
State University. The value of donations is deductible for personal or corporate tax purposes to the fullest extent of the law.

Acceptance of gifts/bequests of artwork (gifts-in-kind) is made with the understanding that there are to be no limiting conditions or restrictions regarding their use. The UAC reserves the right to determine whether any item donated will be accessioned into the collection, where it will be stored, and how it will be made accessible. The UAC reserves the right to exchange, donate, sell or discard gifts-in-kind in accordance with the UAC’s policies and procedures as set out in APPM section 10.11.4, “Deaccession.” Gifts or bequests of works of art, for the sole purpose of sales to generate income supporting the UAC’s mission, shall be evaluated by the University Art Collection Committee in accordance with
the policy guidelines set out under APPM section 10.11.2. Gifts or bequests accepted for the sole purpose of sales shall not be accessioned into the UAC. The conduct of such sales shall adhere to relevant professional standards concerning transparency and the avoidance of conflicts of interest among Wayne State University officials and staff.

PROCEDURES

RESPONSIBILITY

ACTION

Potential donor

  1. Contact the Curator/Coordinator of the UAC and/or the Development and Alumni Affairs Officer at the Office of the Dean of the College of Fine, Performing and Communication Arts.

Curator/Coordinator and Development Office

  1. Discuss the nature of the gift (cash or gifts-in-kind) to determine which procedures to follow.

Development and Alumni Affairs Office

  1. Process all monetary donations, and refer all gift- in-kind donations to the Curator/Coordinator of the UAC.

Curator/Coordinator

  1. Meet with the prospective donor of all gifts-in-kind to examine the artwork and discuss the gift. If a meeting is not possible, other arrangements will be made. No unapproved gifts-in-kind will be accepted.

Prospective Donor

  1. Obtain a third-party appraisal by a recognized art appraiser if the artwork has a value of $5,000.00 or more prior to donation of the gift-in-kind to the UAC.

  2. Provide an estimated value if artwork is valued at less than $5,000.00.

Curator/Coordinator

  1. Determine whether or not the proposed gift-in-kind conforms with the UAC’s Collection Development Policy.

  2. If it does, advise the University Art Collection Committee of the proposed gift for the Committee’s consideration.

UAC Committee

  1. Approve or disapprove proposed gift-in-kind.

Curator/Coordinator

  1. Notify donor as to whether the proposed gift-in-kind is accepted.

Donor
  1. Submit, upon notification of acceptance of offered gift-inkind, any supporting documentation regarding the artwork to the Curator/Coordinator of the UAC. Documentation should include a detailed description of the object(s), including medium, title, size, artist’s name, date, condition, value, provenance and appraisal if the object is valued at $5,000 or more. Photographs of the artwork should also be included if they exist.

Curator/Coordinator

 

  1. Arrange for the physical acceptance of the gift-in-kind.

  2. Catalog received gift-in-kind.

  3. Prepare two copies of a Gift-in-Kind Acknowledgement Form and send to donor.

Donor

  1. Retain one copy of the Gift-in-Kind form as proof of their donation.

  2. Complete second copy of Gift-in-Kind form with date, signature of donor, and when appropriate, signature of art appraiser. Return completed form to the Curator/Coordinator.

  3. Obtain IRS form # 8283 (Noncash Charitable Contributions) and send to WSU for completion.

Curator/Coordinator

  1. Forward completed IRS form # 8283 (Noncash Charitable Contributions) to the Vice President, Treasurer and Chief Financial Officer for signature.

Vice President, Treasurer and Chief Financial Officer

  1. Return signed IRS form # 8283 (Noncash Charitable Contributions) to Curator/Coordinator.

Curator/Coordinator

  1. Return copy of signed IRS form # 8283 (Noncash Charitable Contributions) to donor.

  2. Send copies of the donor signed Gift-in-Kind form and any other supporting documentation to the Development and Alumni Affairs Officer at the Office of the Dean of Fine, Performing and Communication Arts, and to the Office of Risk Management.

  3. Send documentation to the Property Office if the donated artwork is valued at $5,000.00 or more.

  4. Keep all documents pertaining to the gift(s) on file in the UAC office.

Curator/Coordinator and/or Development Officer

  1. Acknowledge gift with letter to the donor.

Development and Alumni Affairs

  1. Issue official tax receipt.  Send appropriate acknowledgement from the President or Vice President for Development and Alumni Affairs.