The University encourages faculty and staff membership in organizations that will promote the advancement of instruction, research and public service and will enhance the professional standing and development of its faculty and staff. Annual dues and fees for memberships and subscriptions are only reimbursable for a period of up to 12 months. Amazon and Costco memberships and lifetime memberships will not be reimbursed. The University has a membership to Amazon and Costco. Contact Procurement to place orders for those vendors. Membership or subscription invoices submitted for payment must include the start and end dates or the length of period. If a subscription or membership period crosses more than one fiscal year, the expense will be split between both years based on the month it starts and ends. An example of the process is as follows:
A membership runs from January 1st until December 31st and costs $100; half of the membership will occur in the current fiscal year (January 1st to June 30th) and half in the next fiscal year (July 1st to December 31st). The vendor will receive $100 but Accounts Payable will charge the given budget number $50 in the current fiscal year and $50 in the next fiscal year. The next fiscal year charge will show up on SUDDS in August as a journal entry.
After Accounts Payable allocates expenses between fiscal years, it is recommended the department recalculate the expense when the cost center is charged to ensure the accuracy of the charges.