3270 - Membership Dues and Licensing Fees

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Last updated: July 1, 2009

A. POLICY. The University of Idaho recognizes that payment for licenses, certifications, memberships, and other professional and occupational requirements is a significant burden for certain employees, and that such credentials often directly benefit the University. To alleviate this burden when legally permissible and financially feasible, the University will pay for licenses, certifications, and memberships under certain limited circumstances as set forth below.

B. DEFINITIONS. For purposes of this policy, the following definitions apply:

B-1. Licenses and certifications. This category includes all licenses, certificates, permits, occupational registrations, certifications or other credentials certifying that an individual has met specific requirements and standards to practice a profession or occupation in the jurisdiction in which the license is provided or held.

B-2. Memberships. This category includes memberships in professional, occupational, or trade-based societies, organizations, or associations relating to an employee’s job responsibilities or relating to a specific function of the University of Idaho. There are two types of memberships: individual and institutional. Individual memberships are held in the name of the individual, and institutional memberships are held in the name of the institution.

B-3. University of Idaho funds. For purposes of this policy, University of Idaho funds include all money or evidence of indebtedness received or held by the University of Idaho or any employee of the University of Idaho acting in his or her capacity as a University employee, regardless the source and regardless of the type of account in which it is held. This definition specifically includes money held in discretionary or “Y” accounts.

B-4. Approval Authority. For purposes of this policy, a reference to Dean, Responsibility Center Manager, or Vice President refers to the employee’s specific unit director, dean or vice president in which he/she is employed.

B-5. Requirement of the position.

a. Classified Staff and Exempt Employees. A license, certification or membership is a requirement of a position when it is listed on the position description as a minimum qualification. Employment Services will review exempt and classified staff positions as requested.

b. Faculty. A license, certification or membership is a requirement of the position when either of the following conditions is met: (1) the requirement of a license, certification or membership is stated in writing in the faculty member’s offer of employment; or (2) the Dean or other applicable Responsibility Center Manager (RCM) has issued a written statement that the license, certification or membership is a condition of the faculty member’s employment.

C. PAYMENT FOR LICENSES AND CERTIFICATIONS.

C-1. Generally.

a. Requirement of the Position. University of Idaho funds may be used to pay license and certification fees only when the license or certification is a requirement of the position.

b. Reimbursement Only. Payment for license and certification fees from University of Idaho funds may be accomplished through reimbursement only and requires proper documentation. No direct payment or prepayment is permitted.

C-2. Classified Staff. License and certification fees for classified staff will be paid from University of Idaho funds when the license or certification is a requirement of the position.

C-3. Exempt and Faculty Employees. License and certification fees may be paid from University of Idaho funds when the license or certification is a requirement of the position. The following guidelines apply:

a. Unit-by-Unit Determination. The RCM (e.g., Dean or Vice President) has the authority to decide whether and to what extent license and certification fees within the Responsibility Center will be paid from University of Idaho funds.

i. Consistency. The decision must apply consistently to all job titles within the Responsibility Center that require a particular license or certification.

ii. Review of Decision. The decision to pay license and certification fees should be reviewed annually and may be changed or revoked without notice.

b. Grants or Other External Funding. Regardless of the RCM’s decision, if the license or certification fee is a requirement of the position and payment is permissible under the terms of a grant or contract, University of Idaho funds may be used to pay the fees, and the fees subsequently will be charged to the grant.

D. PAYMENT FOR MEMBERSHIPS.

D-1. Institutional Memberships.

a. Must be Related to Responsibilities. University of Idaho funds may be used to pay for institutional memberships related to the unit’s or subunit’s specific responsibilities. Institutional memberships need not be a requirement of a position to be eligible for payment from University of Idaho funds.

b. Unit-by-Unit Determination. The RCM has the authority to determine whether an institutional membership will be paid from University of Idaho funds.

c. Review of Decision. The decision to pay institutional membership dues should be reviewed annually and may be changed or revoked without notice.

d. Direct Payment Permissible. For institutional memberships, direct payment or prepayment from University of Idaho funds is permitted.

D-2. Individual Memberships.

a. Requirement of the Position. University of Idaho funds may be used to pay for individual memberships only when the membership is a requirement of the position.

b. Reimbursement Only. Payment for individual memberships from University of Idaho funds may be accomplished through reimbursement only and requires proper documentation. No prepayment is permitted.

c. All Employees. Individual membership dues may be paid from University of Idaho funds when the membership is a requirement of the position. The following guidelines apply:

i. Unit-by-Unit Determination. The RCM (e.g., Dean or Vice President) has the authority to decide whether and to what extent membership dues within the Responsibility Center will be paid from University of Idaho funds.

a. Consistency. The decision must apply consistently to all job titles within the Responsibility Center that require a particular membership.

b. Review of Decision. The decision to pay membership dues should be reviewed on an annual basis and may be changed without notice.

ii. Grants or Other External Funding. Regardless of the RCM’s decision, if payment of membership dues is permissible under the terms of a grant, University of Idaho funds may be used to pay the dues, and the dues subsequently will be charged to the grant.

Version History

Amended July 2009. Editorial changes to B-5 a and C-3.

Amended January 2004. A new Executive Order (2003-06) was issued in August 2003, which allows, but does not require, state money to be used to pay individual dues and fees when they are “part of a requirement of employment.” Thus, this section was added back into the FSH.

Amended July 2002. This section was removed from the FSH upon expiration of the Governor’s Executive Order 96-16.

Adopted 1979.