Object code 5050, Membership Fees Due, should only be used when purchasing, reconciling, or reimbursing the purchase of memberships to organizations such as the American Heart Association, American Law Institute, National Academic Advising Association, etc. This does not include conference or workshops that are sponsored by these organizations. Please use object code 4013 for those charges.
Memberships to such organizations should be obtained using one of the following methods, listed in the order of preference:
- Purchased using a university-issued procurement card, or P-Card. These transactions are recorded in Chrome River along with supporting audit documentation.
- Purchased using the Subscriptions/Memberships check request in BUY.IU. In this case, the association providing the membership is the supplier which receives payment.
- Purchased by faculty and staff using personal funds. If possible, employees should not purchase memberships out of pocket. If an employee must purchase a membership themselves, they may be reimbursed using the Out of Pocket Reimbursement report in Chrome River.
Object code 5050 should be used when reconciling P-Card charges, making a purchase via check request, or reimbursing an employee.
Using object code 5050 appropriately allows Accounts Payable staff to accurately report memberships to the Government Relations Office, which then communicates the information to the federal government. This information is essential in ensuring transparency in IU’s business dealings with organizations.
Help AP staff accurately report memberships to the government by including as many details as possible:
- Include the full name of the organization in the Report Name or Cart Name field.
- Avoid using acronyms or abbreviations. Many organizations have similar acronyms that are indistinguishable without additional information.
- Add additional information in the Comments section. The more details the better!
Contact the Card Services, Purchasing, or Accounts Payable teams by submitting a Support Form.