Memberships/Subscriptions

UW System Memberships Policy

https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/memberships/

UW-Madison Subscriptions Policy

https://policy.wisc.edu/library/UW-3041

Purchasing Card - FAQ

https://businessservices.wisc.edu/purchasing/purchasing-card/frequently-questioned-purchases/

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) 

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

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

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

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

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

7. 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.