The School of Pharmacy occasionally hosts visitors who are interested in learning more about our instructional and/or research programs. They are guests of the school and usually give us nothing beyond a token gift. Occasionally, however, cash payments are directed to faculty/staff. This policy defines the appropriate handling of such payments.

These visits typically involve the use of university resources including staff support to make arrangements, university equipment and facilities, and/or charging university budgets to cover related expenses. Accordingly the visits are considered university activities, so any cash payments received cannot be considered outside compensation or honoraria to faculty or staff and cannot be accepted as such.

If the visitor indicates that the payment is meant to defray expenses associated with the visit, a Cash Transmittal form should be processed and the payment directed to the budget to be reimbursed. See http://www.washington.edu/admin/finmgmt/sfs/cash/cashdeposit.html for information.

If the visitor indicates that the payment is a gift, it is a gift to the school/university. Under the state Ethics in Public Service Act, it cannot be accepted as a personal gift. A Gift Transmittal form should be processed and the payment directed to an appropriate gift fund. Contact a department administrator or a dean’s office development staff person for information.

Funds in a gift budget can be expended according to guidelines applicable to that budget and with appropriate approvals, so they can subsequently be directed to cover expenses of the visit. It is important, however, that any payments designated as a gift first be processed into a gift budget so donor recognition is assured.

With the approval of their department chair and the dean, faculty/staff may receive excess compensation as an expense associated with a visit. The amount of any payment is decided on a case-by-case basis and would not necessarily be related to the amount of the payment received.