[Minor revision–posted 12/11/18 (replaces 10/10/14 edition)]
Operating Policy and Procedure
OP 72.16: Memberships
DATE: December 11, 2018
PURPOSE: The purpose of the Operating Policy/Procedure (OP) is to provide specific guidance for memberships.
REVIEW: This OP will be reviewed in September of even-numbered years by the Chief Procurement Officer with substantive revisions forwarded to the Vice President for Administration & Finance and Chief Financial Officer.
This policy will apply when using university funds from any funding source.
a. Texas Government Code § 2113.104 requires the Chancellor, President, or designee to approve payment of professional membership dues.
b. Procurement Services maintains a list of organizations approved for membership. This list may be viewed on the following website: http://www.depts.ttu.edu/afism/ProfessionalSocietyNames/SearchProfSociety.aspx.
c. If an organization is not included on the list, a Request for Membership Approval form (http://www.depts.ttu.edu/procurement/forms/documents/purchasing/procurement-request-for-membership-approval.pdf) must be prepared and attached with the TechBuy requisition or e-mailed to firstname.lastname@example.org. The organization must be approved prior to payment of any membership dues with university funds.
d. No membership can be paid on appropriated funds (funds 11, 12, and 14) unless prior written approval by the Vice President for Administration & Finance and Chief Financial Officer or his/her designee. The written approval must be attached to the requisition and the requisition must be submitted prior to the start of the membership. Memberships are never allowable on 13 funds.
e. Additional restrictions will be applied if the organization hires a lobbyist. Payments to the organizations will not be allowed unless prior written approval is received by the Vice President for Administration & Finance and Chief Financial Officer or his/her designee. TTU is required to report these payments to the state Legislative Budget Board, Senate Finance Committee, and House Appropriations Committee. A potential list of lobbyists can be reviewed at the following website: http://www.ethics.state.tx.us/dfs/loblists.htm.
f. Memberships must be in the name of the university and cannot be in the name of an individual. Individuals may be shown as representatives, if desired.
g. The following information is required on the requisition for a membership:
(1) A benefit statement
(2) The name of the representative(s)
(3) Membership starting date
(4) Membership ending date, and
(5) The amount due
The benefit statement must indicate the benefit TTU receives or derives from becoming a member of the organization.
h. Memberships may be processed on a PCard as long as the organization is listed on the membership list and the transaction is compliant with this OP.
i. Departmental wholesale of purchasing of club memberships is permitted. There may be only one wholesale purchasing club membership per department (e.g., one Sam's Club membership for a department). The purchasing club must accept the university's purchase orders or PCard for payment of goods. When submitting the reconciliation for the PCard statement, a screenshot of the membership approval screen is required. Personal reimbursements (One Time Payments) for goods purchased at a purchasing club are not allowed. Appropriated funds (11, 12, 13, and 14) are not allowed for purchasing club memberships.
j. No membership paid for with university funds shall be used for personal use or benefit at any time.
k. The university prohibits the payment of social memberships with any type of funds unless prior written approval is received from the Vice President for Administration & Finance and Chief Financial Officer or his/her designee. The written approval must be attached to the requisition and the requisition must be submitted prior to the start of the membership. Appropriated funds and sponsored project funds are not permitted on any social memberships.
04 Audit Services
30 Academic and Student Affairs – General
32 Academic Policies – Faculty
34 Academic Policies – Students
36 Academic Programs
40 Equal Opportunity and Affirmative Action
48 Communication Services
52 Information Technology
60 Environmental Health and Safety
61 Facilities Management
62 Financial and Accounting
63 General Services
64 Graduate Programs (Faculty and Students)
65 Research Accounting
67 Mail Services
68 Communications and Marketing
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70 Human Resources
72 Purchasing, Contracting, and Payables
77 Student Services and Registrar
78 Traffic and Parking