University of California, Santa Barbara

Memberships – FlexCard Approval Form

How this form works

  1. Complete Section I below (preparer).
  2. Select Generate Fillable PDF Form. Your Section I entries are pre-filled in the downloaded PDF.
  3. Route the PDF to the approver with membership delegation (and to an additional approver, if required) to complete Section II.
  4. Keep the signed approval on file in your department as back-up documentation for the FlexCard purchase.

Important notice

Departmental memberships in the UCSB Faculty Club may only be used for official departmental business. Memberships in social organizations (e.g., business, athletic, social, luncheon, sporting, airport and hotel clubs) require written approval from the Chancellor. All University memberships must be authorized and processed in accordance with Policy BFB-G-43, University Membership in Organizations (PDF, opens in a new tab).

Instructions for processing membership payment requests via FlexCard

Policy

Policy BFB-G-43, University Membership in Organizations (PDF, opens in a new tab), is a University-wide policy statement. Check with your Control Point for more restrictive procedures that may apply to your unit.

Scope of application

The policy covers a broad range of organizations from national educational associations to membership to discount department stores. Departmental memberships in the UCSB Faculty Club may only be used for official departmental business. Consult with your Control Point regarding delegations and approvals.

The form

The form for processing memberships under the policies via FlexCard is Memberships – FlexCard APPROVAL FORM. It is designed to accommodate the approval process and must be completed when paying for a Membership application or renewal via FlexCard.

Subscriptions

Subscriptions involving no membership approval do not require this form. Such payments may be made as regular FlexCard transactions. Any publication received as a result of a University-paid membership becomes the property of the University of California and not the property of the organization member. Publications/periodicals associated with the organization must be addressed to an on-campus location.

Approval

The authority to approve University membership in organizations is delegated to specific individuals for various amount limits and organizational categories. Verify the approval limit delegated to your department head or manager by your Control Point.

Additional approval

Additional approval is required for amounts over the delegated limit. Depending on the amount and the organizational category, the additional approval is obtained at the Control Point level or from the Chancellor. The Chancellor’s written approval must be obtained for memberships requiring initiation fees/dues, such as memberships in social organizations (e.g. business, athletic, social, luncheon, sporting, airport, and hotel clubs).

Funding sources & account codes

Generally, funding sources supporting activities that benefit from University memberships are appropriate for membership charges. 522601 is the appropriate account code for memberships and subscriptions in all categories listed in the Policy with these exceptions: memberships in community and social organizations where the 522701 account code must be used.

Section I: Membership Request (Preparer)

Fields marked with are required.

Membership details
Category

Community memberships use account code 522701 (see the account code note below).

Optional. Separate names with commas.

Effective dates
Membership type
New or renewal?
Renewal effective dates

Required for renewal memberships.

Cost and funding

Enter the amount in dollars and cents, for example 250.00.

CCOA string

Use account code 522601 for memberships and subscriptions, or 522701 for memberships in community and social organizations.

Prepared by

The preparer signs the PDF.

Section II: Approvals

Section II is completed in the downloaded PDF, not on this page. It includes:

  • Approved by (approver with membership delegation): name, phone ext., date and signature.
  • Additional approval by, when required: name, phone ext., date, signature, and whether the approval is valid for subsequent renewals.

Signatures must be either handwritten or digitally signed: print the completed PDF and sign by hand or utilize docusign/adobe.

This approval to be kept on file in the originating department as back-up documentation for FlexCard purchases.

Your Section I entries will be pre-filled. Section II fields are left blank for the approvers.