01.01 We at Texas State are committed to cultivating relationships with external constituencies--including alumni, city and state representatives--through conferences, individual and institutional memberships, public lectures and dissemination of information about the institution. The following procedure contributes to the fulfillment of this policy.
01.02 The purpose of this UPPS is to set forth policy concerning the payment from university funds for institutional and individual memberships in professional organizations.
01.03 University funds may be utilized only for membership in professional organizations that are recognized as such in the higher education field, academic discipline, or related area of university employment. University funds, from any source (educational and general, auxiliary, designated, and restricted) may be utilized to pay for institutional or individual memberships in professional organizations if the requirements of sections 01.04 and 01.05 are met. Additionally, use of externally-funded grant monies for membership in professional organizations is subject to approval of the funding source.
01.04 In accordance with constitutional requirements, as cited in the State of Texas Purchase Policies and Procedures Guide, Section 6.058 (A), state agencies may pay a membership fee to a professional organization only if all of the following conditions are met:
a. the agency has specific or implied statutory authority for the payment;
b. the payment would serve a proper public purpose; and
c. the agency would receive adequate consideration in exchange for the payment.
01.05 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. (State of Texas Purchase Policies and Procedures Guide, Section 6.058-B) In accordance with the Comptroller’s guidelines, the President delegates authority for approval of professional memberships to each account manager. Refer to Section 03. below for specific procedures.
01.06 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.
01.07 Based on the accounting principle of materiality, an annual membership that spans two (2) fiscal years will not be prorated. The total cost of the membership will be charged to the fiscal year in which the membership begins (unless the accounting records for that fiscal year are closed).
01.08 Because procurement cards (P-cards) are only to be utilized for consumable supplies, expenditures for membership should not be charged to P-cards.
02.01 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.
02.02 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.
03.01 Payment for institutional or individual membership in professional organizations may be paid in one of the following ways:
a. Purchase Order – The 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.
b. Payment Request – may be submitted for payment directly to the professional organization or as reimbursement to the individual employee (for individual memberships). A copy of an invoice or membership renewal notice and the effective start and end dates of the membership must be included on the payment request. Expenditures for an institutional membership will not be reimbursed to employees who make such payments from their own personal funds.
03.02 Payment for membership from externally-funded grants are subject to all the provisions of this policy, plus additional approval from the funding source to assure that the expenditure conforms with funding source requirements. Refer to UPPS No. 02.02.01, "Applying for Sponsored Programs" for further information.
03.03 Individual memberships paid with university funds must show a benefit to the institution.
a. Professional dues or memberships required to maintain a professional license or certification in the name of an individual, which evidences attainment of a level of expertise needed by the individual to effectively perform the duties of his/her job, may be paid from university funds. Examples include, but are not limited to, the American Institute of Certified Public Accountants, State Bar Association, and Society of Professional Engineers.
b. Memberships in organizations required to be in the name of the individual may be paid from university funds if the membership serves a public purpose worth more than the dues. For example, there may be instances in which the membership saves Texas State money in terms of merchandise discounts or registration fees.
03.01 Reviewers of this UPPS include the following:
Position Date Dr. Carolyn Conn, Associate Vice President for Financial Services/Treasurer 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.
Dr. Carolyn Conn, Associate Vice President for Financial Services/ Treasurer; senior reviewer of this UPPS
Mr. William Nance, Vice President for Finance and Support Services
Dr. Denise M. Trauth, President