Memberships and Subscriptions in Professional Organizations


Document Title

Memberships and Subscriptions in Professional Organizations

Document Type
  • Bylaws
  • Policy Document
  • Procedures
  • Guidelines
  • Form
Office/UnitPurchasing Department
Document Owner
Contact Information
Office Name Phone Email

Policy NumberPurchasing Department Policy No. 111
Approval Date

January 2003

Approved by
Effective Date

January 2003

Review Date/Schedule
Revision History

ORIGINAL: January 2003
LAST REVISED: January 2016
REVISION DATE: February 2018


I. Purpose

The purpose of this policy is to define a procedure for submitting requisitions for memberships and subscriptions.

II. Procedure

A membership must be directly related to the activities of the employee’s professional duties and the agency and provide benefits to the agency. These benefits to the agency must be clearly articulated in the justification. Generally, the benefits should include the following:

  • Subscriptions to professional journals, newsletters and other publications related to agency functions or interests
  • Research services
  • Access to professional meetings and conferences
  • Reduced rates for conferences or training sessions

Memberships must be in the name of the State agency or an agency title rather than in an individual’s name. If such a membership is not available, a membership in an individual’s name will be allowed under the following condition:

  • All materials and benefits received from the membership shall be the property of the agency and made available to all agency employees.

III. Documentation Required for Payment

If the membership is in the name of an individual, an explanation must be submitted.

The University does not pay for students’ subscriptions or memberships.

OSC Bulletin G-076 dated February 15, 2006
OSC Guide to Financial Operations XIII.8 date 11/14/2014


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