Membership/Subscription Guidelines

Guidelines to the purchasing of memberships and subscriptions for L&S Faculty and Staff


UW System Memberships Policy


UW-Madison Subscriptions Policy


Purchasing Card - FAQ


Membership/Subscription could be allowable as follows:


  1. When membership is deemed essential, an institutional or organizational membership/subscription should be the first option considered. (instead of an individual membership/subscription) 


  1. The DP/requisition must document/justify the University business reason (how it benefits the University). 


  1. Dates of the Membership/subscription on the DP/requisition.



  1. The individual faculty/staff/student is a current UW employee, and their appointment is not ending during the membership/subscription period.


  1. The membership/subscription must be attached to a campus address.  Subscriptions mailed to a home address would be considered a personal expense.


  1. Memberships/subscriptions should be paid on an annual basis. 


  1. Multi-year memberships/subscriptions can be purchased by the department only if there is a significant cost savings to the University. 

A-    If a multi-year membership/subscription is paid for by faculty/staff, the expense can be reimbursed one year at a time.  An accountable plan exception form must be attached to subsequent years, as they would be over 90 days beyond the initial expense, and could be tax reportable.

Keywordsmembership memberships subscription subscriptions purchasing   Doc ID109094
OwnerMichele G.GroupL&S KB
Created2021-02-16 13:04:12Updated2024-01-19 15:22:01
SitesL&S KB
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