Organizational Dues & Memberships
Effective October 1, 2007
Institutional Memberships
University funds may be used to pay for institutional memberships in professional societies or associations.
Individual Memberships
University funds may not be used to pay for individual membership dues in social, service or civic clubs.
University funds may be used to pay for individual memberships in professional societies or associations under the following circumstances:
1. University funds may be used to pay for individual memberships instead of institutional memberships if the individual memberships are necessary and cost effective for the University. The department should provide evidence with the requisition indicating that the individual membership is necessary and in comparison to an institutional membership, is cost effective for the University. The applicable President’s staff member should approve prior to processing.
2. If only individual memberships are available, and the University receives reduced conference costs, list serve access or other necessary benefits through an individual membership, then the individual membership may be paid through University funds. In this situation, the department should provide evidence with the requisition indicating that institutional memberships are not available and that the individual membership is necessary and cost effective for the University. The applicable President’s staff member should approve prior to processing.
3. If both individual and institutional memberships to the same entity are desired, then the department should provide evidence with the requisition indicating that paying for both an individual and institutional membership is necessary and cost effective for the University. The applicable President’s staff member must approve prior to processing.
The University will not pay for individual memberships used for personal purposes. Departments should provide evidence with the requisition to indicate the employee covered by the individual membership has been advised and agrees that the membership will only be used for University business.
If within an area more than two individual memberships to a single entity are requested, the added expense for more than two individual memberships should be justified and attached to the requisition.