All funds administered through UC Regents must be managed in a way that adheres to system-wide policies and procedures. This safeguards the trust of the public, offers transparency in how we use said funds, and is our responsibility as a publicly funded academic institution.
- All monies received by UCCE in support of local UC Master Food Preserver Programs are considered public funds and must be handled according to UC policy
- UC Master Food Preservers must collect and pay sales tax on all retail items sold except consumables
Gifts to the UC Master Food Preserver Program
(refers to both monetary and in-kind gifts)
- Refer all potential donors to UC Cooperative Extension County Director.
- All gifts must be properly received, acknowledged, reported, and managed to ensure financial transparency and uphold the highest standards of donor stewardship.
- Recognition of gifts may be made by listing name in printed material or banners but no logos, active web links or promotions
- Specific amount may not be stated, though broad categories may be indicated
- Gifts are subject to UC ANR policies and procedures to ensure they align with the mission and values of our organization.
- Refer to UC ANR Development Services for details.
Gifts to a UC Master Food Preserver Volunteer
- With CD approval, non-cash gifts valued at no more than $75.00 may be given to a volunteer or other key stakeholders
- UC Master Food Preservers may not receive honoraria
Cash Collection Resources and Policy
- Cash Collection Best Practices Summary (BOC)
- UC Davis Finance and Business: Cash Handling
- UC Davis Policy and Procedure Manual 330: Financial Management and Services
- UC Davis Policy and Procedure Manual 340: Rates, Recharges, and Sales Activities
- ANR Administrative Handbook: 200 Series — Business and Finance
Cost Recovery
Unlike fundraising, the model for cost recovery is not to make a profit but to cover a cost for providing a public service. In many cases, cost recovery is an event fee charged to participants to cover the cost of putting on the event. Although a certain amount of overhead is allowed to fund additional outreach efforts, program coordinators are discouraged from charging more than necessary in order to keep the event accessible to all members of the public.
Cost Recovery Resources
- Cost Sharing, Cost Recovery, Salary Savings: How do they work together? (PDF)
- Contracts and Grants: Indirect Costs
- UC Davis Policy and Procedure Manual 340: Rates, Recharges, and Sales Activities
Volunteer Reimbursement
All UC Master Food Preserver volunteers must obtain pre-approval from a UCCE advisor, county director, or program coordinator before purchasing supplies on behalf of UC ANR or the UC Master Food Preserver Program via the UCCE form or email (mechanism to be determined locally). After purchasing supplies, the volunteer must submit the original, paid receipts to the respective UCCE office within 30 days of the purchase.
Allowable purchases:
- Low-value supply item purchases (produce, pectin, jars, lids, etc.)
- Maximum reimbursement request per volunteer must not exceed $499.99
Unallowable purchases:
- Services
- Entertainment
- Travel expenses
- Non-cash gifts to speakers
- Commercial advertisements
The UCCE county office will prepare a UCCE Request for Reimbursement Form (see resources below) and obtain the volunteer’s certification of expenditures made on behalf of UC via the volunteer’s signature on the form.
Out-of-Pocket Reimbursement Resources
- Volunteer Out-of-Pocket Reimbursements Policy Quick Facts (PDF)
- UCCE Request for Reimbursement for Volunteers
Questions?
Contact Sue Mosbacher, Program Manager
smosbacher@ucanr.edu
530-621-5543