1) What is the University's policy or approved practice regarding Memberships & Dues?

Answer

NDSU Policy Manual, Section 152.2 indicates the University's policy regarding memberships and dues.

2) May an employee's dues or memberships be paid by the University?

Answer

Sometimes. The aforementioned policy indicates as follows:

"Normally, dues and membership fees are the employee's own personal responsibility".

There are, however, three exceptions. The policy indicates that NDSU can pay dues where the membership is to be regarded, either by the organization or the University, as an institutional membership. To the Accounting Office, this is interpreted to mean that the membership should be in NDSU's name or the name of the department.

The policy also provides an exception when the membership "is otherwise considered directly beneficial to the University". Under this exception, the University may pay an employee's dues or membership in an organization. This may be especially appropriate if belonging to the organization is a job requirement. The policy goes on to say that supervisory approval is necessary and any benefits from this membership belong to the University. To support using this exception, a justification showing the direct benefits to the University should be documented.

The third exception is where the dues or fees are allowable under a sponsored grant or contract.

Answer

The preferred method of payment of dues and memberships is direct payment by the University to the organization. Departmental invoice input will work for this type of payment. If the department chooses, they may complete a request for payment form and submit it to the Accounting Office.

If the department utilizes the exception, noted above, to pay an employee's membership, the preferred payment method is for the university department to direct pay the organization. If the employee has already paid the organization and seeks to be reimbursed, this may be done via a request for payment form.