I. Purpose
The purpose of this policy is to establish guidelines regarding the approval of and payment for Memberships, Sponsorships, Licenses, and Certifications. New York Medical College (the “College”) recognizes the benefits received from institutional association with external organizations related to its operations, mission and its overall reputation and image. The College similarly recognizes that formal connections with professional organizations may benefit faculty and staff members when carrying out their respective College responsibilities. Because of limited resources to carry out the mission of the College, funds are not available to pay for all the numerous and various Memberships, Sponsorships, Licenses, or Certifications.
Review and coordination of Memberships, Sponsorship, Licenses, and Certifications ensures that the College exemplifies good stewardship of resources. In addition, federal lobbying laws require that the College review all Memberships in external organizations and disclose those Memberships if the organization participates in federal lobbying.
II. Policy
It is the policy of the College to strategically assess all financial involvement and association with external organizations through Memberships, Sponsorships, Licenses, or Certifications financed with institutional funds. Employees may request approval for payment of Memberships, Licenses, or Certifications that are applicable to their specific College duties and responsibilities subject to budgetary requirements and strategic institutional value. It is the preference of the College to obtain institutional Memberships for the benefit of the entire campus over individual Memberships, where appropriate. Use of College funds towards any association with external organizations must be submitted for prior approval in accordance with the procedures provided below.
III. Scope
This Policy applies to Sponsorships, Memberships, Licenses, and Certifications in external organizations funded by and through any school, department, division or unit of the College, including via grant funding, whether the association is at an institutional or individual level. Expenditures of institutional funds for any activities described in the definitions of Sponsorships, Memberships, Licenses, and Certifications, regardless of specific names, fall within this policy.
IV. Definitions
a. CERTIFICATION refers to a status administered by a non-governmental professional organization which is intended to further recognize professional competence based on having met standards of the organization. A certification is not required by law to legally practice a regulated profession or occupation.
b. DONATION/CONTRIBUTION refers to financial gifts to an external organization.
c. INDIVIDUAL MEMBERSHIP refers to a professional membership held in the name of an individual (i.e., faculty member, employee) and associated with the individual’s role(s) at the College but is not transferable and would remain with the individual if they depart.
d. INSTITUTIONAL MEMBERSHIP refers to a membership held in the name of the College (or unit/department of the College). A single employee may serve as a member to the organization; however, the membership is transferable at the discretion of the College or upon the departure of the employee.
e. LICENSE refers to a state-authorized credential required to legally practice a regulated profession or occupation.
f. MEMBERSHIP refers to financial support to a professional organization, group or society, possibly in the form of dues or subscriptions, that grants the status of being a member. May be in the form of an Individual Membership or Institutional Membership.
g. RESPECTIVE EXECUTIVE means the Dean of the School of Medicine (“SOM”), Dean of the School of Health Sciences and Practice (“SHSP”), Dean of the Graduate School of Biomedical Sciences (“GSBMS”), Vice-Chancellor or institutional Vice President supervising the employee making the request and the relevant budget funding. Any employees not supervised by the Dean of the SOM, SHSP, or GSBMS; Vice-Chancellor; or institutional Vice President must submit requests to the Office of the Chancellor.
h. SPONSORSHIP refers to financial or in-kind support to an event, organization or activity that is given in exchange for acknowledgement, recognition or promotion (e.g., an event ticket, advertisement, etc.).
V. Procedures
1) Institutional Memberships
The College may obtain Institutional Memberships in external organizations that facilitate institutional strategic and operational goals and objectives consistent with the mission of the College.
a. Requests for approval of Institutional Memberships must be submitted to the Respective Executive.
b. Requests must include specifics of the proposed Membership, or renewal of Membership, and the benefits to the College. Appropriate approval pursuant to the level of financial expenditure is as follows:
i. Institutional Memberships or dues under $5,000 require the prior written approval of the Respective Executive;
ii. Institutional Memberships or dues from $5,000 and above require the prior written approvals of the Respective Executive and the Office of the Chancellor and Chief Executive Officer (“CEO”).
c. Any Institutional Membership must be held in the name of New York Medical College. If the use of an Institutional Membership is specific to one department of the College, the head of that department may be named as its official representative for the Membership.
d. Employees obtaining approved Institutional Memberships must notify the Chief of Staff upon approval. The Chief of Staff will maintain a list of approved Institutional Memberships.
2) Individual Memberships, Certifications, and Licenses
The College does not pay Individual Membership, Certifications, or Licenses in an external organization to which he or she belongs for reasons outside of the employee’s role within the College. The College will consider reimbursement of certain Individual Memberships, Certifications or Licenses in external organizations that are closely related to the strategic and operational goals and objectives of the College.
a. Written requests for approval of Individual Memberships, Certifications, or Licenses must be submitted to the Respective Executive and must be included with Unimarket reimbursement submissions.
i. Requests must be supported with a valid business purpose; and
ii. Written explanation of the direct benefit of the Membership, Certification or License to the duties and responsibilities of the employee including:
i. Whether the employee works full-time for the College.
ii. Whether the employee uses the requested association primarily inside the confines of their College employment.
iii. Whether the employee’s requested association is required in performing their College duties.
iii. If for an Individual Membership, requests must identify whether the organization offers an Institutional Membership and if so, justification why an Individual Membership is in the best interests of the College.
b. Approval of Individual Memberships, Certifications, or Licenses is made pursuant to the level of financial expenditure as follows:
i. Dues or fees under $500 require the prior written approval of the Respective Executive;
ii. Dues or fees $500 and above require the prior written approvals of the Respective Executive and the Office of the Chancellor and Chief Executive Officer (“CEO”).
c. Approval of Individual memberships for Respective Executives must be signed off by their supervisor.
d. In general, College employees eligible for Individual Membership reimbursement are limited Department Chairs, Deans, Vice Deans, and Vice Presidents.
e. In general, no employee is allowed to exceed $2,000 in total payment/reimbursement of Individual Membership, Certification, or License fees per fiscal year.
f. Except in rare instances where the College employees individuals for direct clinical purposes, Memberships in clinical associations are not to be paid by the College.
3) Sponsorships, Donations, and Contributions
Sponsorships, Donations, and Contributions are made by the College on occasion in exchange for acknowledgement, recognition, or promotion.
a. Sponsorship, Donation, or Contribution requests must be made by written request containing specific information on the purpose of the financial expenditure, including the business purpose and benefit to the College.
b. Requests for Sponsorship, Donation, or Contribution must be submitted to the Vice President of Communications and Strategic Initiatives no less than seven (7) business days prior to an event.
c. Appropriate approval pursuant to the level of financial expenditure is as follows:
i. Sponsorships, Donations, or Contributions under $10,000 require the prior written approval of the Vice President of Communications and Strategic Initiatives.
ii. Sponsorships, Donations, or Contributions of $10,000 or more require the prior written approval of the Vice President of Communications and Strategic Initiatives and the Office of the Chancellor and CEO.
4) Exceptions
Exceptions to this policy must be approved in writing by the Chancellor and CEO.
VI. Effective Date
This policy shall be effective July 1, 2026.
VII. Policy Management
Executive Stakeholders: Chief of Staff
Oversight Office: Office of the Chancellor and Chief Executive Officer
