Washington University Libraries
Department of Special Collections
Manuscript Division

GIFT-IN-KIND GUIDELINES

  1. Initially, Washington University Libraries, Department of Special Collections, Manuscript Division directs all potential donors to its Guide for Donors.
  2. Washington University Libraries, Department of Special Collections, Manuscript Division sends two copies of the deed of gift (a model can be found here), and, if necessary, one copy of IRS Form 8283 with instructions to the donor
  3. If the donor wishes to take a deduction, refer the donor to her tax advisor. It is the library's understanding that the donor must obtain an appraisal and complete IRS Form 8283 for tax purposes for all donations valued at $500.00 (five hundred dollars) and above. The library requires an appraisal by a professional appraiser for all gifts-in-kind valued at $5000.00 (five thousand dollars) or more.
  4. The donor must fill out completely and sign two copies of a deed-of-gift that transfers ownership of the property to Washington University in St. Louis.
  5. IRS Form 8283, (if needed) a copy of the appraisal, and the two deeds of gift are returned to the Department of Special Collections. The materials to be given should be shipped with the forms.
  6. The manuscript curator responsible for the donation completes the Gift-in-Kind Form and attaches the appraisal. If the appraisal is not available, form 8283 may be used as it is signed by the appraiser.
  7. Copies of all paperwork (Gift-in-kind, 8283, deeds of gift) are forwarded to Development Services (Campus Box 1082) for processing.
  8. When it is part of the process, the original IRS form 8283 is forwarded to Gift & Endowment Accounting, currently Joe McGarry, (Campus Box 1034 and x5-4562). He will sign the form on behalf of the University and send to the donor for tax purposes.
  9. Both of the Deeds of Gift should be signed by the appropriate curator. One of the deeds of gift will be filed in the collection file for the collection. The other will be mailed back to the donor as a receipt along with an acknowledgement note.
  10. Gift & Endowment Accounting notifies Plant and Property Accounting (Campus Box 1147 and x5-9870)) of all gifts-in-kind received. A monthly journal is prepared to transfer all gifts to a general asset account.
  11. Asset Accounting provides the Department of Special Collections with a detailed list of the assets currently held in the Manuscripts Division.
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