Memberships, Dues, and Subscriptions Guideline

State of Kansas Requirements

Kansas Administration Regulation 1-16-21(c) states, "Expenditures for the payment of registration fees for obtaining the privileges of membership or other personal benefits from an organization are not reimbursable. Memberships in organizations must be in the name of the state agency." The same applies to subscriptions to newspapers, magazines, music streaming providers, etc. (regardless of delivery method).

Institutional Memberships, Dues, and Subscriptions

Institutional memberships, dues, and subscriptions are allowed when in the name of Pittsburg State University, as long as they are deemed appropriate and coincide with the mission of the university.

The following must be included in backup provided for institutional memberships, dues, and subscriptions:

1. Pittsburg State University clearly stated as the subscriber or member name.
2. Pittsburg State University's address listed on the application.
3. Membership/Dues/Subscription start and end date.
4. Description including how it supports the mission of the university.

Individual Memberships, Dues, and Subscriptions

Personal memberships, dues, and subscriptions are not allowed per Regulation 1-16-21(c) stated above. If an institutional membership is available and more cost effective to the university, an individual membership will not be allowed.

In the case where an institutional membership, due, or subscription is not an available option, an individual membership may be allowed. If an individual membership is the only option, an effort should be made to choose an individual membership that is transferable to another PSU employee upon termination of employment. The department is responsible for transferring the membership to an alternate employee. If there is no option for a transferable individual membership, the department is responsible for ensuring the membership, dues, and subscription fees are reimbursed by the individual employee upon termination of employment. Individual memberships may also be allowed when they are the most cost effective option for the university.

The following must be included in backup provided for individual memberships, dues, and subscriptions:

1. PSU's name and address.
2. Membership/Dues/Subscription start and end date.
3. Description including how it supports the mission of the university.
4. Verification that an institutional membership is not available or is not the most cost effective option for the university.
5. If a clear relationship between the individual's position at PSU and the membership, dues, or subscription cannot be determined from the information provided, further justification may be requested during audit. This may include written justification from the individual's supervisor or the head of the department.
6. For transferable memberships, dues, and subscriptions, documentation that the membership, dues, or subscription is transferable to another employee upon termination of employment. It is the department's responsibility to ensure that this transfer occurs upon termination.
7. For non-transferable memberships, dues, and subscriptions, documentation that the employee understands they must reimburse PSU for the cost of the membership, dues, or subscription upon termination of employment. It is the department's responsibility to ensure that this reimbursement occurs upon termination.

Summary

As a general rule, memberships, dues, and subscriptions should always be an institutional option and in the name of Pittsburg State University. PSU's name and address should be clearly listed on the backup provided with the payment request. When doing the initial application, make sure to include PSU in the name field. It is the preference of the university that these transactions be paid with a Procurement Card if the organization accepts credit card payments.