Membership

Kutztown University Policy FIN-004

1. Purpose

   
   This policy outlines University policy as it relates to the authorization and payment of membership fees. 
   

2. Scope
   
   This policy is applicable to all memberships paid for by University funds including grant funds. 
   

3. Key words and phrases:
   

   none

4. Policy & Procedure(s)
   

   • Approval   

     • Institutional Memberships: 

       The President's office maintains a listing of memberships that are authorized for payment from the University membership account.  The memberships paid from the central account do not relate to a particular department or division; these memberships pertain to the University as a whole.  Any requests for new institutional memberships must be approved by the President's office.

     • Departmental Memberships 

       Any memberships pertaining to a particular University department, college, or division must have final approval from the appropriate cabinet level official or their designee.  Such approval is contingent upon the availability of departmental resources to pay for the membership dues.  Such approval is on an annual basis only. 

     • Individual Memberships 

       Membership dues relating to individual memberships are not normally paid from University funds.  To be eligible for payment, one of the following criteria must be met: 

       • If the membership relates to a professional license, payment may be authorized by the individual's supervisor (dean, director, or vice president) provided that the professional license is required by the employee's job description.

       • If the membership relates to a professional association for which the individual is representing the University, payment may be authorized by the individual's supervisor (dean, director, or vice president). 

       • If the membership relates to an association from which the individual is receiving professional development, payment may be authorized by the individual's supervisor (dean, director, or vice president). 
         
         Note that the approval for individual memberships is contingent upon the availability of University department funds. 

   • Payment 
     
     All membership payment requests should be entered into the SAP via an online purchase requisition.  Back up documentation should be forwarded to Purchasing along with the Purchase Requisition number. 

5. Effective Dates

   February 19, 1996
   Revised 2/17/2006 – Gerald L. Silberman
   Reviewed 8/2007 

6. Approved By
   
   Dr. David E. McFarland, President
   

7. Last Review
   

   August, 2009 
   August, 2010 
   August, 2011 
   August, 2012 
   August, 2013 
   June 2026 (renamed from A&F-010)