SECTION: GENERAL INDEX: A-11

SUBJECT: MEMBERSHIPS

POLICY

The University recognizes the need for memberships in professional organizations and other associations that are demonstrably beneficial to the institution or germane to the performance of an employee's duties.

PROCEDURE

GENERAL PAYMENT GUIDELINES

The following criteria must be met for all memberships:

• The membership must be directly beneficial to the institution or to the performance of an individual's job.
• When the membership is in an employee's name, it must be transferable if that employee were to leave the university employment.
• Membership requests are to be submitted on voucher, approved by the unit head and then forwarded to the President for final review and either approval or disapproval.
• Multiple memberships within the same organization are to be avoided whenever possible.
• Memberships are generally paid from a central account; however, the department or dean may authorize payment from a department account when:
  • Membership is required in order for a faculty member to present a paper; or
  • The membership is not transferable once the employee leaves university employment.
• For all memberships, the voucher information must include:
  • The name of the organization;
  • The period of membership (mo/yr to mo/yr);
  • The name of employee, if the employee is representing the institution;
  • A clear statement of purpose and benefit to the university; and
  • The following statement: "Agency Head has granted approval for membership."

MEMBERSHIP FEES PAID TO A CHAMBER OF COMMERCE

A state agency may not join a chamber of commerce using state appropriated funds (Ledger 1 accounts).  A state agency may, however, contract with a chamber of commerce to provide services to the agency.

MEMBERSHIP DUES PAID TO AN ORGANIZATION THAT PAYS THE SALARY OF A REGISTERED LOBBYIST.

The General Appropriations Act (GAA) says that, unless authorized by law, no state appropriated funds (Ledger 1) may be expended to pay a membership due to an organization that pays all or part of the salary of a person required to register under chapter 305, Government Code.  This prohibition applies regardless of whether the membership would be in the name of the agency or of an employee of the agency.

REFERENCE

Article IX, Section 5 and Article X, Section 2 of the General Appropriations Act

Approved by:

Signature obtained           2/16/06
Tim Hudson, Ph. D.         Date
President

Next review date:  February 2007
Origination: Finance Department

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