L&S Gift Management: Gifts in Kind

Instructions related to acceptance of Gifts in Kind. Updated July 2026.

Available Training and Resources

A 30 minute, on demand Gift in Kind Training created by Business Services is available in Workday. Please watch before submitting forms the first time: UWMSN Business Services - Gifts in Kind Training

Links to the required forms can be found on the Business Services Website: Business Services Gift in Kind Information

'Gift in Kind' Definition

A Gift in Kind is a tangible item, good, or service the University typically would otherwise have to buy if the item, good, or service had not been donated. Gift in Kind is often abbreviated as 'GIK' and can also be referred to as a non-monetary donation.

Considerations for determining whether to accept a gift in kind:

Gift should be relevant to the mission of the University and further the work of departments and programs at the University.
Donor’s intent should match the interests of the University.
Consideration should be given to potential future costs associated with accepting the gift (maintenance, repair, storage, etc.).
Consideration and formal evaluation should be performed related to future competitive bidding concerns, and any potential legal and/or insurance concerns associated with accepting the gift.

Instructions for L&S Departments/Programs: Accepting a Gift in Kind

Complete the following documents and email them to the L&S Gift SME Team:

Department completes the Gift in Kind Acceptance form and gathers supporting documentation before sending to to the L&S Gift SME team at budgetoffice-gifts@ls.wisc.edu
- If the donor wishes for an agreement to be signed, forward the agreement to Gift Management for review and signature first.
The L&S Gift SME Team reviews, signs, and submits to the Campus Gift Management Team
Unless otherwise notified, Department coordinates physical custody
After receiving the item, the department is required to issue a Gift in Kind Acknowledgement Letter to the donor. A copy of the letter must be provided to Gift Management.
Campus Gift Management will record the donation in Workday
If the donated item meets the definition of capital equipment, Gift Management reports it to the Property Control team in the Division of Business Services. The asset is then tagged and added to the Workday for tracking.

If the item being donated meets the definition of capital equipment, supporting documentation must accompany the Gift in Kind Acceptance Form. Criteria for capital equipment:

It has an estimated fair value of $5,000 or more
It has an estimated useful life of one year or longer
Object is inanimate
Object can be moved (not permanently affixed to a building)

Supporting Documentation

Recommended forms of support:

Third party appraisal
Itemized listing
Invoice or quotation of item or similar item
Published value of the item or similar item, such as web searches, online or physical catalogs, or online auction sites.
If unsure how to best substantiate an estimated fair value of a capital equipment item, departments can contact Gift Management for assistance at giftmgt@bussvc.wisc.edu

Supporting documentation is needed to substantiate the value of the item, and is required if the gift is considered capital equipment. The campus Property Control team will track the item as an asset to the University, in the Asset Management System. This means that the item will be insured. The item will be included in depreciation calculations that impact the University's financial statements. Due to these reasons and to avoid risk upon audit, it is important to include documentation that reasonably supports the estimated fair value assigned.

Gifts in Kind Acknowledgment Letter

A template for this letter is available from Business Services. It’s very important to use the language included in the template for written acknowledgement and tax purposes for the donor.
Only a description of the item donated should be included in the letter along with the date the item was received.
The estimated fair value of the item should not be included.
The letter can be delivered by email or physical mail delivery.

Gift in Kind Agreement

If a gift in kind agreement is being requested by the donor, email Gift Management (giftmgt@bussvc.wisc.edu) for signature, and copy budgetoffice-gifts@ls.wisc.edu. Campus Gift Management will consult with Risk Management or Legal Services as needed, and sign on behalf of UW-Madison. Departments do not have signature authority for these agreements.

Other scenarios

There may be instances when it is not practical to complete the GIK Routing Form prior to taking physical custody of the item. This is okay. When this happens, the department can complete the GIK Routing Form as soon as possible and follow the process outlined above.
If a department/program accepts gifts in kind on a frequent basis, or if a high volume of gifts is received, it is acceptable to consolidate the processing and reporting for a period of time. Some examples:
- Record the name and address of the donors, and the description of items donated so acknowledgment letters can be issued.
- Create a listing of donations received in a monthly period.
- Complete one GIK Routing Form for that month's donations and attach the detailed listing to the form for processing.