Policies and Procedures
Policy 1267 – Professional Memberships
July 1, 1995
August 2, 2010
Director of Purchasing Services
The University maintains memberships in professional associations, organizations, and societies for business purposes and for the benefit of the University. Memberships are a means to obtain professional literature on issues of University interest, to provide access to professional training opportunities for faculty and staff, to develop a network of professional colleagues for exchange of information and ideas, and to provide other benefits to the University. If the University is to benefit from an individual's membership in an organization, that benefit should derive not because of the individual, but because of the individual's position with the University regardless of who is in the position.
Reason for Policy
The policy is to clarify the University’s obligation to maintain membership in professional organizations.
The State of North Carolina Budget Manual indicates that membership dues paid from state funds must be reviewed and approved to determine that the benefits to the University from such memberships will exceed the costs. Membership dues paid from state funds should be for the benefit of the University and not for an individual. Memberships for individuals must result from a condition of employment to permit payment from state funds.
Membership dues should normally be charged to a source of funds other than a government-sponsored project unless specifically requested and approved by the sponsoring agency in the project budget.
Frequently Asked Questions
Q: I can get a really good rate on a membership in the ZXY Society if I pay for three years up front. Is this permissible?
A: No. You may pay for only one year at a time with University funds.
Q: I am a new faculty member in the School of Medicine and need to renew my membership to the American College of Medicine. Will the University pay for this membership from my research dollars?
A: Unless the agency from which you received the research dollars specifically provides for the cost of this membership in the award, it cannot be paid from your research funds.
Q: My position requires that I maintain my membership in the AICPA. Is it possible the University will pay the dues for me?
A: Unless your department head attests in writing that membership in the American Institute of CPAs is a condition of your employment, it cannot be paid with University funds.
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August 2, 2010
January 31, 1996