Department memberships are not intended for personal use, such as taking a friend to lunch. The University views a Campus Club department/unit membership as an "asset of the University" and it should not be used for personal benefit.

The Campus Club issues 2 permanent department member cards to each department. Your department decides who will be in charge of the cards. The cards have the department name and member number. Any department member may use the cards for department business at the Club, as long as he/she is authorized by the department. Any events are planned in advance. Single-use Department Guest Cards are also available. See below for details.

Frequently Asked Questions About Department Memberships

Can I use our department membership for personal meals, such as inviting friends to lunch or to the bar?
This is not appropriate. Department memberships are not intended for personal use, such as taking a friend to lunch. That is an appropriate use of a personal membership.

Charges for personal memberships go to a single monthly account. We send the individual member a monthly statement for Club services. A department member could occasionally use his/her personal membership for department business. All charges would go to the personal account, which she or he is responsible for. If your department uses the Club regularly, it would be appropriate for you to have a department membership. It will also be easier than constant reimbursement of an individual account. The amount of staff time spent on reimbursement may well exceed the $360 annual dues.

How does my department pay for dues and Club use? The annual dues are $360. All charges, such as meals and event costs, are billed to the department each month. Please call Barbara Jeppesen, Campus Club Accountant, at 6-1510 for a personal explanation of payment processes and prcedures.

Please note: Department members who incur and charge allowable business expenses to their personal (individual) Campus Club accounts must use personal forms of payment to settle their individual membership account balances. Then employees will submit a request for reimbursement to their department for any allowable, bona fide business expenses.

What are The Campus Club Department Guest Cards? Department Guest Cards make it easier for departments to bring a number of guests to the Campus Club for lunch using The Servery, our cafeteria. Please call 6-7788 to request cards for a given date. You may also fill them out in advance if you have a quantity on hand. Simply put your department member number and date on the cards. Then you can distribute them in advance to your department members or guests who will be using the Club. This works much better than a piece of paper with your number written on it. This system works especially well if you have reserved a meeting room and your guests are going through The Servery.

Can I get receipts for charges to our department account using Department Guest Cards? Of course. We issue a receipt for every transaction in The Servery. Be sure to tell your department members to collect receipts and return them to you. We frequently remind people using department guest cards that they should collect the receipts and bring them back to the department.

What if our department needs more Department Guest Cards? Call 5-1442 and ask for more. We will mail them to you. Or stop by the Campus Club in advance and pick up a supply. Or you may also ask at the Front Desk if you need them immediately. We will help you fill out the cards and distribute them to your guests.

If our department has a Department Membership, can department faculty and staff use our membership to visit the Club and pay cash or use a credit card? No. This would be an inappropriate personal use of a University asset. Use of the department membership is for department purposes. You must charge expenses to your department account. The department guest card system makes this easy. Then we will bill you in your monthly statement.

Does our department need to use department guest cards if we are coming to the Campus Club for an event, a la Carte Lunch or special events? No. When we take your reservation we get your department member number and we charge those expenses to your department account.

Please note: The Controller of the University has issued recommendations for documenting department use of the Campus Club. Each department should use this form (or a facsimile) for each use of the Club. Details will include date, purpose of meeting, etc. The documentation is recommended for each use of the Club. The Campus Club has documentation forms on hand at each cash register and for each event. Please ask for this form when you use a department membership. Fill out the form and return it to the designated person in your department, with a copy of the register receipt(s). Your department may ask you to also note internal account details, for more accurate department bookkeeping. Get a copy of the form here.