The University recognizes the importance of memberships in national, state, local and community organizations. Membership dues paid to organizations shall be made in accordance with the following:
All institutional memberships must be in the name of The University of Texas at El Paso, and the mailings, correspondence, and billing must be sent to an institutional address. All expenditures for membership dues using state appropriated funds (14 – cost center) will require a Lobbyists Search by the Accounts Payable Department. State of Texas Purchase Policies and Procedures Guide does not allow the use of “appropriated money to pay, on behalf of the agency or an officer or employee of the agency, membership dues to an organization that pays part or all of the salary of a person who is required by Chapter 305, Government Code, to register as a lobbyist.”
To Pay for a Membership:
1. Other Fund Sources
If dues are being paid with a cost center other than a state appropriated funds (14 – cost center), please process payment voucher with normal routing.
2. State Funds (14- accounts)
Departmental administrative staff will create a non-PO voucher for payment of the membership. The invoice and membership backup need to be attached to the non-PO voucher in PeopleSoft. The Accounts Payable Department will run a lobbyist search and if the membership does not have any lobbyist concerns, the payment process will continue. If the membership has lobbyist concerns, the creator of the non-PO voucher will be contacted to change the cost center to other than a 14 – cost center.
3. Institutional Membership Account
Departments are to complete the top half of UTEP’s Institutional Membership Form and have it signed by the appropriate authority. The Office of the VPBA will create the voucher and route it for payment.
Applies to all departments.
Office of the Vice President for Business Affairs
Last Updated: July 1, 2016
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