Professional Membership on Sponsored Project

[harr...@umn.edu]

My understanding is that professional memberships are an unallowable expense on a sponsored project.  I'm being asked to approve a professional membership that benefits the LTAP program.

The justification is:  ​Membership in the association benefits MN LTAP by allowing staff to participate on committees, attend activities at a reduced rate, gain access to resources and technical experts, and provides an opportunity for knowledge sharing to local agencies.

[Nicole Pilman]

The Direct Costs Allowability Grid (https://policy.umn.edu/sites/policy.umn.edu/files/appendix/directcosts_appa.pdf) indicates that memberships are not typically allowable on sponsored awards.  I could see where it could be allowable if it reduced the cost of registering for a conference, etc.  I don't see this information as part of the justification, though.  I would push back and ask for clarification on direct benefits to this particular award.  So far, what's been provided seems pretty generic.  Good luck!

[harr...@umn.edu]

Fantastic; thanks Nicole!  

[Hlitawci Xiong]

Would someone kindly provide clarification? If the justification for incurred professional membership is only for the cost-saving of conference registration, is it allowable to be charged to sponsored funds or does there need to be more justification provided? PI indicates the main benefits of the membership are already available to the University without the membership. 

On Friday, November 20, 2020 at 12:41:33 PM UTC-6 Penny Harris wrote:

Fantastic; thanks Nicole!  

[Erin Flathmann]

I've always treated memberships as unallowable on grants, as their benefit is not applicable 100% to that grant and not needed to complete the research goals.  In addition, I mostly have federal awards and their policy typically communicates these are indirect costs.  However, as discussed in this back and forth with Nicole, I do allow memberships on grants and consider them the same as conference registration fee IF member registration fee + membership fee < non-member registration fee.  That is the only time I've allowed it on grants, requiring backup from the conference website showing the breakdown of all these costs.  

For example, some conferences will be $800 for non-member and $200 for member (and membership is $300).  Therefore both the conference fee and membership fee are approved and coded as Sponsored Conference Fees.  Not sure if this helps your exact situation, so feel free to reach out further!

[Nicole Pilman]

I agree with Erin's thought process.  If you have further questions, please let me know.  Thanks!