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 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.

Policy

Policy and Payment Method

Payment Voucher or P-card is the acceptable method for payment of institutional memberships, licenses, and dues which are transferable to anyone the institute may assign. Reimbursement of individual memberships which are not transferable may not be paid with the P-card; such fees cannot be prepaid by UNLV. Individual/personal memberships, licenses and dues must be requested by PV only, after obtaining the appropriate Dean or higher approval.

Institutional Memberships

  • Must be in the name and under control of the university.
  • Can be paid directly to the vendor via payment voucher.
  • Can be paid from state funds.
  • Before making the payment, the Dean or Vice President will:
    • review the payment to ensure that the membership is not personal.
    • ensure that the membership is in the interest of the university.
    • confirm that it is not a duplicate membership.
  • Once this review is complete and the payment meets these criteria, the Dean or Vice President may then approve the payment.

Individual Memberships

  • Are not permitted to be paid from state funds.
  • Individual memberships will be paid on a reimbursement basis and only upon presentation of the complete paid invoice, receipt or statement that details all fees and assessments.
  • Payment may be made from non-state funds provided the Dean or Director determines the membership will result in a direct benefit to the university.
  • These require Dean or Director approval.

Professional Licenses or Associations

  • Are not permitted to be paid from state funds.
  • Professional licenses or associations will be paid on a reimbursement basis and only upon presentation of the complete paid invoice or statement that details all fees and assessments.
  • Payment may be made from non-state funds provided the Dean or Director determines the license or association will result in direct benefit to the university, or required to perform current duties.
  • These require Dean or Director approval.

Organizational Dues

  • Are not permitted to be paid from state funds.
  • Dues will be paid on a reimbursement basis and only upon presentation of the complete paid invoice or statement that details all fees and assessments.
  • Any portion of a dues reimbursement that includes a non-mandatory or discretionary donation will be reported in accordance with IRS instructions.
  • These require Dean or Director approval.

Fees

  • Can be in the individual's name.
  • If individual membership is required for conference/seminar/training registration then UNLV may prepay membership and the entire amount is coded to object code 30, sub-object code 26, registration.
  • If individual membership is optional, then follow individual membership policy.

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.

Some Things to Keep in Mind

  • We cannot pay for UNLV Alumni memberships.
  • Most payments under this policy should be submitted on a payment voucher.
  • Attach a complete copy of the brochure or document requesting the payment.
  • Individual memberships, professional licenses, professional organizations, and organizational dues require approval by the Dean or Director.
  • Dues and Personal/Individual memberships are reimbursed only, and cannot be prepaid by UNLV.
  • State funds can only be used for Institutional Memberships under this policy.
  • Questions concerning this policy may be directed to Accounts Payable at 702-895-1157.

Authorization Required

Signature from Dean or higher.

Account Restrictions

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

Forms

Reference