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Membership Payment Guide

This guide provides information on how to request a payment of a membership fee.

The campus supports sponsoring memberships in organizations designed to promote the advancement of education and research, to enhance the professional standing of its administrative personnel, and to facilitate favorable community-campus relations. Please contact the FAST/AP Help line at 459-4488 with questions or locate your representative directly.​​​

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  • Before you start

    Important information to know:

    • Special conditions: The following conditions apply to this type of payment:
      • Cost-benefit: A University-sponsored memberships must be directly related to the proposed member’s University responsibilities.
      • Institutional membership: Whenever possible, obtain an institutional rather than an individual membership to allow participation by several or alternate employees.
      • Renewal evaluation: Renew only those memberships that continue to directly and materially benefit the University.
    • Avoid conflicts of interest: Refer to the appendives for information covering employee-vendor conflict of interest issues.
    • Payment: If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup 204 form.

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  • Eligibility

    The following factors must be considered before joining an organization:

    • A membership in an organization must be used primarily for business purposes.
      • Organizational activities must contribute to one of the University’s major functions of teaching, research, patient care, or public service.
      • Note: All purchased memberships must use a UCSC address.
    • University funds may not be used for payment of fees or dues to organizations that maintain legally impermissible, arbitrary, or unreasonable discriminatory membership policies or practices.
    • The number of memberships in community organizations is limited to what is necessary to achieve effective community relations within a reasonable expenditure of funds.
    • Proposals for membership in state, national, and international organizations shall be referred to the UC Office of the President for consideration if membership might be more appropriate for the University as a whole.

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  • Allowable costs

    Assuming compliance with the eligibility criteria described in Topic 2, a membership to one of the following types of organizations is generally permitted:

    • Organizations of universities and colleges, including accrediting agencies, such as the National Association of State Universities and Land Grant Colleges, International Association of Universities, American Association of Universities, National Commission on Accrediting, or Western Association of Schools and Colleges.
    • Organizations of professional schools and colleges, including accrediting agencies, such as the American Association of Colleges of Pharmacy, American Society for Engineering Education, or Association of American Medical Colleges.
    • Organizations of institutional service agencies and administrative officers, such as the American Association of Collegiate Registrars and Admissions Officers, Institute of Internal Auditors, Western Association of College and University Business Officers, or National Association of Student Personnel Administrators.
    • Scholarly societies, such as the Modern Language Association or American Economic Association
    • Community organizations, such as the Chamber of Commerce or Urban League.
    • Social organizations, such as business, athletic, luncheon, sporting, airport, hotel clubs. Only the Chancellor, or his or her authorized designee, may approve the payment of a membership to a social organization.
    • Memberships obtained under the following circumstance are also generally permitted:
      • Memberships to secure periodicals, such as the American Society for Testing and Materials, Association for Symbolic Logic, or Council for Advancement and Support of Education.
        (Notify the University library of the intent to purchase a membership of this type to ensure that the periodicals being sought are not otherwise available on the campus.)
      • Memberships to obtain office supplies and equipment, such as membership with a discount department store.

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  • Unallowable memberships

    The cost of the following membership will not be paid or reimbursed under any circumstance:
    A membership in an airline or airport club.

    • The purchase of an occasional, one-day membership may be allowed if a significant business purpose for its use can be demonstrated.

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  • Requesting a direct payment

    Follow these steps to request a direct payment:

    • If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup 204 form.
    • Complete a Direct Payment form and obtain approval from an authorized expense approver.
      • Attach supporting documentation, such as original receipts. Refer to the “Receipt and Documentation” topic for more information
    • Submit the Direct Payment form to the divisional or departmental business office for review and “second-tier” approval.
    • The divisional or departmental business office will submit the form and supporting documentation to the Financial Administrative Services and Transactions/Accounts Payable Office (FAST/AP) for processing.
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  • Ways to pay

    University memberships are typically paid by submitting an approved Direct Payment form, which requests a payment directly to an organization, or a reimbursement to a UCSC representative.

    In some instances, a campus Pro-Card can be used to pay membership dues. Please contact for guidance.

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  • Receipt and documentation requirements

    The following supporting documentation must be submitted with a completed Direct Payment form.

    • Receipt: Submit all original vendor contracts, invoices, and itemized receipts.
      • An electronic receipt is acceptable as long as it provides the detail needed to substantiate the expense.
      • Photocopies of receipts are not an acceptable substitute for original receipts

    For any items with missing receipts, follow these steps:

    1. Obtain a duplicate receipt from the vendor.
    2. If a duplicate receipt cannot be obtained from the vendor, perform the following steps:
      • Submit a statement with the Direct Payment form explaining why the receipt was not provided and including a certification that the expense amount claimed is the amount actually paid to the vendor.
      • Obtain approval on the Direct Payment from a campus officer authorized to approve exceptions to policy. Refer to the appendices for a list of campus officers authorized to approve policy exceptions.
      • Depending on the expense involved, you may be asked to provide additional information by your divisional business office.

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  • Authorization and approval

    Only an individual with written delegated authority provided on the Manual Signature Authorization and Approval form may approve the payment.

    An employee having delegated authority may not approve his or her own reimbursement or payment request.

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  • Funding sources

    Memberships to the following types of organizations may be directly charged to a Federally-funded award only if terms of the award explicitly allow it:

    • Business
    • Technical
    • Professional

    A membership to the following type of organization cannot be charged to Federal or state funds:

    • Civic
    • Community
    • Country, dining, or social club

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  • Common oversights

    Speed up the payment process by avoiding these common oversights.

    • Forgetting to provide the last four digits of the recipient’s social security number or Individual Taxpayer Identification Number on the Direct Payment form.
    • Forgetting to obtain the appropriate approvals on the Direct Payment form.
    • Forgetting to attach required supporting documentation to the Direct Payment form.
    • Forgetting to submit a Payee Setup 204 form for a first-time reimbursement or payment recipient.
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  • Policy references

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  • Where to get help

    Assistance is available for the following topics:

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  • Relevant Appendices

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