The University may pay institutional memberships and dues in professional associations provided that they are in the name of the University. Memberships in the name of an individual cannot be paid or reimbursed from any fund source unless one of the following circumstances applies:
Note: Memberships may not be paid using a P-Card, even if the membership is part of a registration for a conference.
An electronic check request should be submitted with an invoice. Justification detailing the necessity of the membership should be documented in the description/comments section of the check request being submitted for payment.
Requests for payment of memberships and dues on grant accounts funded by external agencies must follow Direct Cost Procedures (Section 2.3.5 of the Sponsored Programs Post Award Accounting Policy and Procedure Manual). The Office for Sponsored Programs reviews and approves CASB exceptions for memberships or dues. Contracts and Grants reviews check requests and monitors them for award and CASB compliance prior to payment. The justification included in the description/comments section of the check request must meet the criteria above and explain how the professional journals are relevant to the grant funding the request.
Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Procurement Officer
Policy Owner: Procurement
Policy Contact: Annette Evans
Phone Number: 706-542-2361
Responsibilities: It is the responsibility of the requesting department to obtain the necessary approval letter of the cognizant Department Head/Director and the cognizant Dean or Vice President or Vice President.
Research Grant Records
These records relate to funded research grant proposals and research activity associated with grant funded projects. Examples of records include: supporting statistics, demographic data, draft proposals, suggested revisions, final proposals, forms, protocols, applications, research/activity reports, progress reports, and summary reports.
Retention: Final research report is permanent. All other records: 7 years after the end of the grant period.
This series includes bank statements, purchase requests, purchase orders, requisitions, financial reports, accounts payable and receivable records, write-off records, discrepancy, payment schedules, operating statements, year-end projections, reconciliation and expenditure reports, cancelled checks, check stubs, moving expense records, cost accounting reports, refund/disbursement request records, returned checks, deposit slips, travel records, credit voucher requistion records, cash balances and reconciliations, sales and cash reconciliation records, journal entries, outstanding obligations, refund/disbursement requests, receipts and invoices.
Retention: Monthly and quarterly reports: 1 year. All other records: 5 years.
Question 1? What if an employee’s salary is charged to multiple funding sources?
Answer 1: If a membership is necessary to fulfill the requirements of a job, and a portion of the employee’s salary is charged to a restricted account, the cost of the membership must be allocated in the same ratio as the salary.