03.020: Payment of Memberships and Dues in Selected Organizations




April 9, 2009

Initiated by:

Gina Fetty | Controller

Endorsed by:

Kathy Krendl | Executive Vice President and Provost

Approved by:

Roderick J. McDavis | President

Signatures and dates on archival copy
  1. Purpose

    This policy governs the payment of memberships, dues, and professional certification or licensing fees by the University.

  2. Plan

    Memberships, dues, and professional certification or licensing fees are eligible for payment by the University only if there is a direct benefit to the University.

  3. Policies and Procedures

    1. Types of expenses that are allowable

      1. Memberships that name the University (or department) as the member.

      2. University (or department) memberships in an organization with specified, named members as authorized representatives. The job-duties of named members must be related to the purpose of the membership.

      3. Individual (employee) memberships with work-related benefits. This category includes memberships in professional organizations related to an individual's job specialty whether the individual is in the academic or non-academic area. The University must derive specific benefits, e.g., access to useful information not otherwise available.

      4. Dues, professional licensing, and certification or testing fees that are related to an employee's job-duties. Examples include: Engineer's license, boiler license, doctor's license, copyrights, notary fees, drug license, royalty fees, vendor's license, operator's license.

    2. Types of organizations that may qualify

      1. Accrediting organizations

      2. Associations of colleges and universities:

        1. Academic

        2. Administrative

        3. Finance

        4. Business services

        5. Intercollegiate athletics

        6. Press

        7. Auxiliaries, such as dormitories, dining halls, airports, etc.

      3. Secondary school organizations

      4. Governmental sponsored groups

      5. Industrial and commercial organizations

      6. Professional societies

      7. Organizations related to work being performed.

    3. Types of organizations that do not qualify

      1. Community or civic organizations, except as noted below

      2. Fraternal organizations

      3. Political organizations

    4. Community or civic organization memberships

      Membership in such organizations is an allowable expense for the President or other senior administrators (such as the provost, vice-presidents, and academic deans) if their duties include significant responsibilities to represent the University in the community. Payment for such memberships is allowable on Foundation funds only.


Proposed revisions of this policy should be reviewed by:

  1. President

  2. Executive Vice President and Provost

  3. Executive Staff

  4. Vice President for Finance and Administration

  5. Planning Unit Budget Unit Managers

  6. Policy and Procedure Review Committee