5007 Subscriptions and Dues

Georgia State Seal

Georgia Division of Aging Services
Administrative Manual

Chapter:

5000 Purchase & Procurement

Effective Date:

02/16/2023

Section Title:

Subscriptions and Dues

Reviewed or Updated in:

MT 2023-03

Section Number:

5007

Previous Update:

MT 2017-02

Summary Statement

To control costs, the Division of Aging Services restricts allowable subscription and dues payments to those on an approved list, or to those in addition to the list for which specific approval is given by the Division Director, or designee.

Basic Considerations

List of approved subscriptions, memberships, and dues:

  • ADvancing States

  • American Society on Aging

  • American Bar Association (LTCO)

  • BIFOCAL, American Bar Association journal

  • Georgia Gerontology Society

  • The American Dietetic Association (restricted to Chief Nutritionist as part of employment agreement)

  • State Bar of Georgia (restricted to those for whom a law degree is required for employment)

  • Georgia Rural Health Association

  • National Association of Legal Services Developers

  • National Academy of Elder Law Attorneys

  • National Association of Long Term Care Ombudsmen

  • Consumer Voice for Quality Nursing Home Care

  • National Guardianship Association

  • National Council on Aging

  • Southern Gerontological Society

  • National Center on Elder Abuse

  • National Adult Protective Services Association

  • United States Ombudsman Association (USOA)

  • Daily Report

  • Elsevier

  • Journal of Elder Abuse and Neglect

  • Vicitimization of the Elderly and Disabled

Subscriptions and Dues not on the approved list must be approved by the Division Director, or designee.

Professional Certification Fees, or Association Dues or Memberships are allowable only if the membership is organizational (for the Division) or if the membership or dues are provided as part of an employment agreement.

Subscriptions, Dues, or Membership Fees must be directly related to the Division mission, vision, and values, and to an employee’s duties or responsibilities, or be required by an active grant or contract.

Procedures

Note that not all subscriptions/memberships on the approved list are always active. DAS staff must request activation and renewal. Purchase is contingent upon budget availability.

New Subscriptions

To request a subscription, membership, or dues not listed on the approved list, a Division of Aging Services employee must provide by memorandum or e-mail message addressed to the Division Director, with copies to the Deputy Director, and Business Operations Section Manager the following:

  • The name and a short description of the subscription, membership or dues requested

  • The cost and source of funds for the subscription, membership, or dues

  • A brief justification relating the request to the Division’s mission, vision, and values, employee duties or responsibilities, and grant or contract requirements.

  • Endorsement and approval from the requesting employee’s immediate supervisor and section manager.

The Division Director, Deputy Director, or Business Operations Section Manager will notify the requesting employee regarding approval, suspension, or denial of the request within five business days.

A copy of the approval must be attached to the Basic Expense Statement submitted to the Statewide Administrative Coordinator to complete the payment.

Director approval is for one year only.

Renewals

The Division of Aging Services Leadership Team will periodically review the approved list for additions and deletions.

The Division Director’s approval for subscriptions, memberships, and dues not on the approved list is for one year only. Division staff may request approval to renew a subscription, membership, or dues by e-mail or memorandum to the Division Director, with copies to the Deputy Director and Business Operations Section Manager. The renewal request should include a copy of the original approval, or should include the following:

  • The name and a short description of the subscription, membership or dues requested.

  • The cost and source of funds for the subscription, membership or dues

  • A brief justification relating the request to the Division’s mission, vision, and values, employee duties or responsibilities, and grant or contract requirements.

  • Endorsement and approval from the requesting employee’s immediate supervisor, and section manager.

The Division Director, Deputy Director, or Business Operations Section Manager will notify the requesting employee regarding approval, suspension, or denial of the request within five business days.

A copy of the approval must be attached to the Basic Expense Statement submitted to the Business Operations Administrative Assistant to complete the renewal.