ACG 2.00 - Payment of Membership Dues

Responsible Office(s):   Vice Chancellor for Business Affairs                                        Effective: June 15, 1988

A.    Purpose.

This statement establishes the guidelines for payment of membership dues from appropriated funds.

B.    Scope.

Applies to all UNCW employees.

C.    Policy.

1.    Restrictions.
Membership dues paid from appropriated funds for UNCW shall be limited to institutional memberships.

A membership that is found to benefit only an individual shall not be considered an institutional membership and, therefore, shall not be paid from appropriated funds.

2.    State Policy.
Such memberships shall meet approved criteria as set forth by the Department of Administration, Office of State Budget, as follows:

a.    Membership dues paid from state funds to organizations shall be kept to a minimum.

b.    Department heads must review and approve all memberships to determine that the benefits accruing to the state from such memberships will exceed the costs.

c.    Membership dues shall not be paid for individual state employees. Membership dues paid from state funds should be for the benefit of the state and not for an individual. If the state 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 state government regardless of who is in the position.

d.    The membership may be in the name of the individual, but the membership terminates at the same time employment is terminated.

D.    Procedure.

1.    Approval Consideration.
Institutional memberships should receive written approval from the appropriate Dean/Department Head and the Vice Chancellor.

If extenuating circumstances require that an institutional membership be in the name of an individual, a memo should be drafted by the appropriate Dean/Department Head, outlining the membership request and the extenuating circumstances. This memo should be forwarded to the Assistant Vice Chancellor for Business Affairs-Finance. The request will be reviewed by the Assistant Vice Chancellor for Business Affairs-Finance and the appropriate Vice Chancellor before a final decision is rendered.

2.    Check Request.
Once approval is received, the requesting department should prepare a check request (see Procedure ACG 1.50) and forward to the office of the Director of Accounting. Supporting documentation should be attached to the check request and include all written approvals and pertinent memos associated with the request