 Policy Manual |
Classification Number: 2.1.4 Date Issued: 91; 8/94; 8/95 |
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APPLICABILITY: TOTAL UNIVERSITY Memberships in Professional, Educational and/or Learned Organizations are, in general, payable from local or State Appropriated funds. Payments for such memberships should be submitted on a requisition which must contain the information listed below. Memberships purchased with state funds should be in the name of the institution. Individual memberships may be paid using designated and restricted funds if adequate justification for expenditure is provided by the deptid or projid holder. If only an individual membership is available, and the membership is fundamental to the employee’s position, state appropriated funds may be used. This justification will be required as a part of the requisition. The following is an example of the correct membership name and address format that should be followed when state funds are used to secure a membership. While not a requirement, it is suggested that this format also be used with local funds. University of North Texas When the requisition is prepared for payment of membership dues, the name of the group or organization must be written out in full. Inclusive dates of the membership period must be indicated. State accounting regulations require the following statements to be written on any purchase order issued on State funds for membership (the statements are not required if the membership is paid using local funds), and the approval of the President or his designee must be obtained: "This payment serves a public purpose and the agency is receiving adequate consideration." "Agency head has granted approval for membership." ______________________________________ For all funding sources the requisition should include a statement or other information describing the benefit of the membership to the University of North Texas. An invoice or other official documentation from the vendor describing the membership fee must be attached. If paying with state funds, payment of a membership cannot be made more than six weeks in advance. This restriction does not apply to designated and restricted funds.
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