UPPS No. 06.04.01
Issue No. 7
Effective Date: 10/13/2014
Next Review Date: 4/01/2018 (E4Y)
Sr. Reviewer: Associate Vice President for Financial Services
The purpose of this policy is to set forth procedures concerning the payment from Texas State University funds for institutional and individual memberships in professional organizations.
University funds may only pay for memberships in professional organizations recognized as such in the higher education field, academic discipline, or a related area of university employment. University funds, from any source (educational and general, auxiliary, designated, and restricted) may pay for institutional or individual memberships in professional organizations if the requirements of Sections 01.03 and 01.04 are met. Additionally, the funding source must approve use of externally-funded grant monies for memberships in professional organizations.
In accordance with constitutional requirements, state agencies may pay a membership fee to a professional organization only if all of the following conditions are met:
the agency has specific or implied statutory authority for the payment;
the payment would serve a proper public purpose; and
the agency would receive adequate consideration in exchange for the payment.
A state agency may not use appropriated money (educational and general funds) to pay for membership in or dues for a professional organization unless the administrative head of the agency, or that person’s designee, first reviews and approves the expenditure. The president delegates authority for approval of professional memberships to each account manager. Refer to Section 03. below, for specific procedures.
State-appropriated funds may not pay for institutional or individual memberships to an organization that pays all or part of the salary of a person who is required by Title 3, Subtitle A, Chapter 305, Government Code, to register as a lobbyist.
State-appropriated funds may not pay for a membership in a chamber of commerce (State of Texas Purchase Policies and Procedures Guide, Chapter 2, Section 2.036).
Each account manager is responsible for assuring that expenditures for memberships comply with all provisions of this policy and provide a valid public purpose, as required by the State Constitution. Additionally, employees for whom individual memberships are paid are responsible for assuring their membership benefits the university as required by this policy.
An account manager may not prorate an annual membership that spans two fiscal years. The fiscal year in which the membership begins will receive the charge for the total membership cost (unless the accounting records for that fiscal year are closed).
Institutional memberships are defined as those for which the university, as a whole, or a major department or division, is named as the member of the organization.
Individual memberships are defined as those for which a single university employee is named as the member of the professional organization as a representative of Texas State.
PROCEDURE FOR PAYING FOR A MEMBERSHIP WITH UNIVERSITY FUNDS
Institutional or individual memberships in professional organizations are paid in one of the following ways:
Purchase Order - The framework purchase order must show the effective start and end dates of membership. An invoice or membership renewal notice must be attached to the purchase order. A justification statement or documentation supporting the conditions in Section 01.03 must be included in the purchase order.
Payment Request - These include requests for reimbursement to the individual employee (for individual memberships). A payment request must include a copy of an invoice or membership renewal notice, the effective start and end dates of the membership, and a justification statement supporting the conditions in Section 01.03.
Membership payments from externally-funded grants are subject to this policy’s provisions, plus additional approval from the funding source to assure that the expenditures conform to funding source requirements. Refer to UPPS No. 02.02.01, Applying for Sponsored Programs, for further information.
Individual memberships paid with university funds must show a benefit to the institution, and the purchase order or payment request form must document that benefit.
University funds may pay professional dues or memberships required to maintain an individual’s professional license or certification, which demonstrates the expertise level needed by the individual to effectively perform the required job duties (e.g., the American Institute of Certified Public Accountants, State Bar Association, and Society of Professional Engineers).
The university may pay for memberships in organizations in the individual’s name if the membership serves a public purpose worth more than the dues (i.e., a membership that saves Texas State money in terms of merchandise discounts or registration fees).
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
|Associate Vice President for Financial Services||April 1 E4Y|
|Director, General Accounting Office||April 1 E4Y|
|Director, Procurement and Strategic Sourcing||April 1 E4Y|
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
Associate Vice President for Financial Services; senior reviewer of this UPPS
Vice President for Finance and Support Services