1. Governing Regulations
Institutional memberships are governed by A&M System Regulation 21.01.03 Disbursement of Funds and sections of eXpendit related to Lobbying, Chamber of Commerce Membership Fees and Membership Fees.
2. Definitions
2.1 Institutional Membership – membership in an organization in the name of the Texas A&M Forest Service. Approved institutional membership fees will be paid by the agency.
2.2 Individual Membership – membership in an organization in the name of an individual. Individual membership fees will not be paid by the agency with the following exceptions:
- The State Firefighters’ and Fire Marshals’ Association of Texas (SFFMA) requires the positions of Certification Coordinator and Fire Chief to be members of the organization. The agency Certification Coordinator, appointed by the Professional Development Department Head, and the agency Fire Chief may have their individual membership fees for SFFMA paid by the agency. These membership fees must be paid with non-appropriated funds (accounts beginning with a 2 or 4).
- The Texas Police Chiefs Association (TPCA) requires the Chief Law Enforcement Officer to be a member of the organization. The Chief Law Enforcement Officer may have their individual membership fees for TPCA paid by the agency. These membership fees must be paid with non-appropriated funds (accounts beginning with a 2 or 4).
3. Approvals
An institutional membership must be approved prior to payment, using the Institutional Membership Authorization form. The Director has delegated approval authority as follows:
3.1 Local Institutional Membership Authorization
A local institutional membership for the agency (e.g., landowner association or prevention association) must be approved by the appropriate department head.
3.2 State and National Membership Authorization
A state or national membership for the agency (e.g., National Association of State Foresters) must be approved by the appropriate Deputy Director Associate Director, Assistant Director, or Chief Administrative Officer.
4. Institutional Membership Payments
4.1 Membership fees may be paid with appropriated funds (accounts beginning with a 1) to an organization that does not pay part or all of the salary of a person who is required by Texas Government Code, Chapter 305, to register as a lobbyist. The organization must provide in writing to the requesting department the following certification:
“To the best of my knowledge, the organization does not employ anyone who is required to register as a lobbyist in accordance with the Texas Government Code, Chapter 305.”
4.2 Membership fees must be paid with non-Appropriated funds (accounts beginning with a 2 or 4) to an organization that pays part or all of a lobbyist’s salary.
4.3 A payment document for an institutional membership is submitted to the accounts payable office. The approved Institutional Membership Authorization form must be included in the payment document package.