Professional Association Membership (Personal)

Professional Association Membership (Personal)

SUMMARY

The Professional Association Membership (Personal) Policy establishes the circumstances under which the University will reimburse staff (both academic and professional) for personal professional association membership fees, i.e. memberships in the name of an    individual staff member.

POLICY

PurposeTo outline the circumstances under which the University will reimburse staff (both academic and professional) for personal professional association membership fees, i.e. memberships in the name of an individual staff member.

Overview

The University recognises the importance of staff maintaining their professional memberships. In stating this, though, it is equally important that staff are aware of who is responsible for the payment of these memberships.

For the sake of clarity it must be understood that the University will not pay personal professional association membership fees on the basis that membership is desirable from a professional viewpoint or that it enables the staff member to maintain professional currency or receive a professional journal.

In these cases, personal professional association membership fees are a personal decision with the expenditure to be met by the staff member. The staff member in turn may be entitled to claim a personal tax deduction for the expenditure on the basis of its relevance to the generation of taxable income. Staff are to seek their own advice on this issue.

This policy has been developed following consultation with other NSW universities in order to ensure that Macquarie University is in step with NSW state higher education sector practices. The aim is to ensure that all staff are treated in an equitable and consistent manner in relation to personal professional association memberships.
ScopeThis policy applies to all staff, students and contractors of Macquarie University including all its Controlled Entities.

Policy

ELIGIBILITY
The University will only pay or reimburse a personal professional association membership fee where:
  • a staff member is required by legislation to    be a member of a professional association in order to discharge their    professional University duties; or
  • membership of an association or registration    to a body is a mandatory requirement imposed by the University in the staff    member’s employment contract.

For example, in order to practice as the University Solicitor, the University Solicitor is required to be a member of the NSW Law Society. Law Society membership is therefore an expense incurred as a requirement of employment of the University Solicitor.

FACULTY STAFF
All requests for payment of these memberships by faculty staff must be endorsed by the Faculty Executive Dean. The Executive Dean is responsible for confirming that the membership is a mandatory requirement of the staff member’s position.

NON-FACULTY STAFF
All requests for payment of these memberships by non-faculty staff must be endorsed by the relevant member of Executive (Vice-Chancellor, Deputy Vice-Chancellor, Vice-President, Finance and Group Chief Financial Officer, Chief Operating Officer, Vice-President, Human Resources). The relevant member of Executive is responsible for confirming that the membership is a mandatory requirement of the staff member’s position.

PAYMENT
Where payment is approved it is to be made directly to the association or body by the University.

COMPLIANCE AND BREACHES The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact OfficerAssistant Director, Business Services, Office of Financial Services
Date Approved7 December 2012
Approval Authority

Chief Operating Officer and Deputy Vice-Chancellor

Date of Commencement7 December 2012
Amendment History
10 July 2019 - Amendment to position title: ‘Chief, Financial Officer’ updated to ‘Vice-President, Finance and Group Chief Financial Officer’ with effect from 6 June 2019.
13 June 2019 - Amendment to position title: ‘Director, Human Resources’ updated to ‘Vice-President, Human Resources’ with effect from 6 June 2019.
29 May 2017 - updated Approval Authority from Chief Operating Officer to Chief Operating Officer and Deputy Vice-Chancellor.
February 2014 – Procurement Handbook replaced Purchasing Policy / Guideline
Date for Next ReviewNovember 2014
Related DocumentsProcurement Handbook
Policies / Rules Superseded by this PolicyPersonal Professional Association Membership Policy approved 1 July 2007
KeywordsPersonal, Professional, Membership, Fees, Association, Society

Asset ID = 423446

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