Memberships, Licenses, Dues & Fees

Description

Memberships

There are basically two types of memberships; Institutional memberships that are held in the name of the institution and transferable to anyone the institute may assign; and Individual memberships that are held in the name of an individual.

Licenses

Professional licenses are those licenses which may be required of individuals in certain occupations by state or local law (e.g. CPA licenses, real estate licenses, and medical licenses).

Dues

Professional association or organization dues are generally assessed a qualified individual by virtue of educational background, the individual’s occupational field, or because of interest in the association or organization.

Fees

This category consists of fees for conferences, registrations, seminars, and training fees. Individual memberships required for monthly meetings are not classified as registration fees.

Memberships - Policy and Payment Method

All Memberships must be approved by the appropriate Dean, Director of Athletics or Vice President.

Memberships should be reviewed to determine whether an Institutional membership is currently held by UNLV or should be purchased to more prudently provide for institutional representation.

The determination of benefit to the university may not be delegated. Because of the diminishing level of return to the university, that determination, made before approval and payment, should consider the number of organizations to which the individual belongs. For the same reason, care needs to be exercised so that university funds are not authorized for too many individual memberships to the same organization.

Institutional Memberships

  • Are permitted to be paid from state funds.
  • Must be in the name and under control of the university.
  • Purchase Order or P-Card are acceptable methods for payment.
  • Employees can be reimbursed via expense reimbursement.
  • Institutional membership payments must include the complete supporting materials that detail all fees and assessments.
  • Approval from the Dean, Director of Athletics or Vice President is required and will certify that the membership:
    • is not personal
    • is in the interest of the university; and
    • is not a duplicate institutional membership

Individual Memberships

  • Are NOT permitted to be paid from state funds.
  • Purchase Order or P-Card are acceptable methods for payment only after obtaining the appropriate approval (copy of email approval by the Dean, Director of Athletics or Vice President is acceptable and should be attached to the transaction).
  • Employees can be reimbursed via expense reimbursement.
  • Individual membership payments must include the complete supporting materials that detail all fees and assessments.
  • Approval from the Dean, Director of Athletics or Vice President is required and will certify that the membership:
    • is in the interest of the university, and
    • is not already held institutionally by UNLV

Licenses and Dues - Policy and Payment Method

All Licenses and Dues must be approved by the appropriate Dean, Director of Athletics or Vice President.

Licenses and Dues should be reviewed to determine whether the license or association will result in direct benefit to the university or is required for the employee to perform current duties.

Professional Licenses

  • Are NOT permitted to be paid from state funds.
  • Must be in the employee name and UNLV department
  • Purchase Order or P-Card are acceptable methods for payment.
  • Employees can be reimbursed via expense reimbursement.
  • Professional Licenses must include the complete supporting materials that detail all fees and assessments.
  • Fees or costs associated with donations will not be issued nor be reimbursed.

Association or Organizational Dues

  • Are NOT permitted to be paid from state funds.
  • Must be in the employee name and UNLV department
  • Purchase Order or P-Card are acceptable methods for payment.
  • Employees can be reimbursed via expense reimbursement.
  • Professional association or organization dues must include the complete supporting materials that detail all fees and assessments.
  • Fees or costs associated with donations will not be issued nor be reimbursed.

Fees - Policy and Payment Method

All Conferences, Registration, and Training Fees must be approved by the appropriate Supervisor and FundAuthority/Account Manager (obtained electronically via the UNLV financial system).

Conferences, Registrations, and Training Fees should be reviewed to determine whether the activity will result in direct benefit to the university or is required for the employee to perform current duties.

  • Must be in the employee name and UNLV department
  • Purchase Order or P-Card are acceptable methods for payment.
  • Employees can be reimbursed via expense reimbursement.
  • Conferences, registrations, seminars, and training fees must include the complete supporting materials that detail all fees and assessments.
  • Fees or costs associated with donations will not be issued nor be reimbursed.

Some Things to Keep in Mind

  • State funds cannot be used for Individual Memberships under this policy.
  • We cannot pay for UNLV Alumni memberships.
  • Most payments under this policy should be issued on the P-Card.
  • Attach a complete copy of the brochure or document indicating full description and payment amount.
  • Questions concerning this policy may be directed to Accounts Payable at accountspayable@unlv.edu.

Authorization Required

Signature from Dean or higher.

Account Restrictions

No state funds for individual membership, professional licenses or associations, and organizational dues.

Reference