004.03.1-216. Accepting Gifts, Grants and Donations for the Department of Correction
AR ADC 004.03.1-216Arkansas Administrative Code
Ark. Admin. Code 004.03.1-216
Formerly cited as AR ADC 004.00.2-216
004.03.1-216. Accepting Gifts, Grants and Donations for the Department of Correction
It shall be the policy of the Department of Correction to accept under general purpose and restricted use gifts, grants or donations that will benefit the Department in a positive manner.
b. A copy of the written receipt, issued at the time of initial acceptance, shall be forwarded to the Director of the Department. If the donor has given something other than cash, the receiver shall include on a separate letter of transmittal, a complete description of the item(s) and its location in order that it may be verified for inventory purposes.
d. An official receipt for tax purposes will be prepared on official letterhead stationery of the Department and signed by the Assistant Director of Administrative Services and the Director of the Department. This receipt will be forwarded to the donor upon entry of his donation on the Department's official records. A copy will also be provided to the initial receiver.
e. All gifts of a monetary nature shall be in the form of a check or money order payable to the Arkansas Department of Correction. The donor should indicate on the check that it is for general purposes. Whenever possible, the initial receiver should seek a written statement from the donor which would state the donor's intent of the donation and provide a description, as complete as possible, of the gift, grant or donation. All gifts, grants and donations of a monetary nature must be deposited into an approved depository and then expended by check or state warrant drawn on those approved depository accounts.
3. Once the Director and/or Board have determined that the Department will accept the restricted gift, grant or donation, the Director shall notify the Assistant Director of Administrative Services. The restricted gift or donation will then be entered on the official records of the Department. The Director shall forward the original document from the donor which sets forth the conditions; a copy of the tentative acceptance of the gift, grant, or donation; and a statement from the Director authorizing the official entry of the gift, grant or donation on the Department's official records.
4. Having entered the restricted gift, grant or donation on the Department's records, an official receipt will be prepared and signed by the Assistant Director of Administrative Services and the Director of the Department. This shall be the official receipt given for tax purposes to the donor and a copy will be given to the initial receiver. The official receipt will state the conditions under which the Department of Correction accepts the gift, grant or donation.
5. All gifts of a monetary nature shall be in the form of a check or money order payable to the Arkansas Department of Correction. The donor shall state on the check: “For Restricted Use”. All gifts, grants and donations of a monetary nature must be deposited in an approved depository and then expended by check or state warrant drawn on those approved depository accounts.
Credits
Eff. Mar. 23, 2007. Amended Sept. 22, 1989.
Current with amendments received through February 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 004.03.1-216, AR ADC 004.03.1-216
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