Memberships, Dues and Subscriptions

Includes university-sponsored memberships to professional agencies, organizations and associations.  These memberships promote the advancement of education and research, enhance the professional standing and development of its faculty, staff and administrative personnel, and/or facilitate favorable campus-community relations. If this is a software subscription, please refer to Technology.


No. If a signed document (contract, agreement, other) is required, see all purchases requiring a binding agreement or insurance transaction type. See Payments and Approvals section for options.

If a requisition is required, the minimum time for generating a dispatched Purchase Order (PO):

A minimum of 10 working days after Purchasing receives all completed documentation.



Where possible all memberships, dues, and subscriptions should be in the name of the University with the individual as the designee.  A membership must be used primarily for business purposes.  When reconciling ProCards or requesting payment for memberships in an individual's name, describe the business purpose for the membership in detail with an emphasis on how the membership is related to job responsibilities.

Examples of Allowable Memberships:

  • Organizations of universities and colleges, including accrediting agencies, such  as  the National  Association of  State Universities  and Land  Grant  Colleges,  International  Association  of  Universities,  American  Association  of  Universities, National  Commission  on Accrediting,  or  Western  Association  of  Schools  and Colleges.
  • Organizations of professional schools  and  colleges,  including accrediting agencies,  such  as  the  American Association of Colleges  of  Pharmacy,  American  Society  for  Engineering  Education,  or  Association of  American Medical  Colleges.
  • Organizations  of  institutional  service agencies  and administrative officers,  such  as  the  American  Association of  Collegiate Registrars  and Admissions  Officers,  Institute  of  Internal  Auditors,  Western  Association  of  College and University  Business Officers,  or  National  Association of  Student  Personnel  Administrators.
  • Scholarly  societies,  such as  the Modern Language Association  or  American  Economic  Association
  • Only by approval of the President, or his or her authorized designee:  social organizations with a documented business purpose, such as business, athletic, luncheon, sporting, airport, hotel clubs.
  • Community organizations, such as the Chamber of Commerce or Urban League.

Examples of Prohibited Memberships:

  • Organizations whose primary purpose is social or that support any political action or activity, i.e. country clubs, the Elks, Rotary Club, the NRA, NOW.
  • Organizations that discriminate on the basis of race, religion, sex, age, color, national origin or individual handicap. (CA Education Code Section92150 prohibits the expenditure of University funds for membership)

By accepting a contract with the CSU, Contractors must certify they are neither nor its principals or its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any federal department or agency (2 Code Federal Regulations[CFR] 180.220, in accordance with the Office of Management and Budget guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235).

For contracts using both, CSU and federally awarded funds, a debarment check must be completed prior to issuing any procurement contracts of goods or services that are $25,000.00 or greater.

Risk Management Review Required?


  1. Permitted Payment Options: Subject to the above requirements.
    • PO – Allowed
    • ProCard – Allowed
    • One Card – Allowed
    • Direct Pay – Allowed
    • Employee Reimbursement – Allowed
  2. Documents required:
    • Supplier Invoice
    • Additional required documents are listed under the Additional Forms or Requirements section above.
    • Delegated approval (DOA) using one of the following options
      1. Purchase Order (PO)
        1. Dispatched PO & receipt of goods through Shipping & Receiving (no action required by requesting department)
        2. Authorized stamp on invoice referencing PO# and Acknowledgement of Service
        3. Electronic approval (via email) sent directly to   
    • Contingent Documents
      1. If the supplier is not currently in PeopleSoft, then include the Vendor 204 (DocuSign) form or, for international vendors, complete the W8Ben
      2. If foreign supplier purchase requires pre-approval, then submit an approved Foreign Supplier Pre-Approval (DocuSign) form with the payment method.
  3. Payment Notes:
    • All checks will be mailed by the Accounts Payable department

Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more. ​

Two main requirements:

  • Membership in the name of the University (with individual as designee)
  • Provide business purpose

Electronic subscriptions are included, such as Lexis Nexis and Westlaw.

Common GL Account(s) to Use

660816 - Dues and Subscriptions

Refer to your Division/College/Department for additional policies and procedures.