The University of Memphis

Memberships and Subscriptions

POLICIES

The University may be a member of an organization or maintain subscriptions if the membership or subscription is directly related to the goals and mission of the university.

The institution may not pay the membership dues or subscription of an individual.  An exception may be granted in instances where an organization does not permit institutional membership or where an individual membership (in the name of institutional representative) is less expensive than an institutional membership.  However, memberships necessary to maintain or enhance an employee's professional status (e.g. American Institute of Certified Public Accountants or Bar membership dues) should be considered the responsibility of the employee and the association dues considered a personal expense.

University funds may not be used to pay for memberships in civic organizations or social clubs.

The University may not subscribe to political publications for other than instructional purposes.

The University may subscribe to newspapers within its service area for public information and instructional-related purposes only.  The only exceptions to the above are that the athletic department may subscribe to newspapers outside the institution's service area, and that subscriptions to newspapers with national distribution may be held for instructional purposes.  Newspaper clipping services may be used, but require approval of the Chancellor.

This policy covers all membership dues and subscriptions paid for from State Funds.  Memberships and subscriptions purchased with restricted gift, grant, or contract funds are not subject to these guidelines. They are covered within the terms of the gift, grant, or contract.  All campus libraries are exempt from this policy in their entirety.

Membership dues and subscriptions in excess of the threshold for purchase orders must be approved by the President or the President's designee in advance.  A written request for approval with an explanation of the specific benefit the institution expects to derive must be submitted by the appropriate vice president/provost to the President.  In subsequent years, provided that the annual cost of the membership or subscription has not increased by more than ten percent, approval of the President shall not be required.

Newspaper clipping services must also be approved by the Chancellor.  The need for the service shall be clearly set forth in writing.  The written justification should address the following points:

• the subjects to be clipped.
• the type of clipping service requested. ( For example, all statewide daily newspapers)     
• the use of information provided by the service.  (For example, who the clippings are circulated to in the institution and how the clippings benefit the institution.)
• A statement that the clipping service is the most economical means of fulfilling the institution's need.                                                                   

The President has designated to the department/activity heads the authority to approve all other membership dues and subscriptions within these guidelines.

Once approvals have been secured, requests for payment (invoices, Special Remittance and Order Form, or other disbursement documentation) should be sent directly to the Accounting Office for payment.  If the Chancellor's or President's approval was required, a copy of the approval should be attached to the request for payment.

The appropriate object code to be used for memberships is 4480 and for subscriptions is 4481.

The Accounting Office maintains a web page with Frequently Asked Question. Go to:

http://bf.memphis.edu/finance/accounting/

http://www.tbr.edu/policies/default.aspx?id=1730