western technical college district board planning, policy, · pdf file ·...

Tuesday, August 20, 2013

1:30pm – 2:30pm

Room 408 • 111 Seventh Street N • La Crosse, Wisconsin

AGENDA

1. Bridges2Healthcare Update – Sandy Schultz

2. Polices | Procedures for Committee Review

a) Policy/Procedure under By-Laws 1. A0206 Emergency Closing (Revised Policy) ............................................................................ Page 2 2. A0206p Closing Procedure (Revised Procedure) .................................................................... Page 2

b) Policy/Procedures under Business & Finance and By-Laws

1. B0600 Travel and Expense Reimbursement (Revised Policy ............................. Page 5 2. B0600p Travel and Expense Reimbursement (Revised Procedure) ................. Page 5 3. B0600p(a) District Board Travel Reimbursement (Revised Procedure) ....... 1 4. A0110p(b) Budgeting for Board Travel (New Procedure) ......................................... Page 11

c) Procedure under Personnel

1. C0404p Tuition Reimbursement Procedures and Criteria (Revised Procedure) ................................................................................................................................................... Page 13

Western Technical College District Board

Planning, Policy, and Instruction Committee

August 20, 2013 1 Planning, Policy, and Instruction Committee

Proposed Revisions to Policy and Procedure

A0206 EMERGENCY CLOSING

The Board authorizes the President or designee to close the College in the event of hazardous weather or other emergencies which present threats to the safety of students, College employees, or College property.

Revised October 20, 2004 Reviewed December 15, 1992 Revised June 21, 1988 Adopted November 28, 1979 Wisconsin Statute 38.12(3)(a)

Reference: Emergency Closing Procedure

A0206p CLOSING PROCEDURE

Updated December 2008

The College’s general procedure is to remain open at all times as scheduled. At the same time, it recognizes that faculty, staff and students may experience, depending on their particular situation, emergency situations or conditions independent of conditions affecting the College as a whole. In these instances, it does not ask staff or students to put themselves in peril to come in to work or class. Supervisors and faculty are expected to be reasonable in their demands on staff and students to be on location when there is a bona fide emergency situation affecting the individual. There may be a few situations where it will be deemed prudent to close the institution.

- IF A CLOSING SHOULD OCCUR -

In case of a situation where closing would seem appropriate, the following will occur:

1. In the event of an emergency, weather or otherwise, the Vice President for Finance/Operations will initiate the decision-making process. In the absence of the Vice President for Finance/Operations the responsibility will revert to the President or Administrator in Charge as the situation may warrant.

2. The Vice President for Finance/Operations (or, designee in his/her absence, the President or Administrator in Charge) will contact the President, Vice President for Instruction, Vice President for Student Services, and others, as necessary, to discuss the appropriate decision to be made. The President (or, in his absence, the Administrator in Charge) will make the decision to continue, modify, or close down operations.

3. The basic criteria for deciding to modify operations or shut down operations will be based upon a declared emergency by the National Weather Service, the National Defense Office, or other appropriate jurisdictional authority.

4. The decision to close campus or to delay the start of classes will be made by 5:00 a.m., or as soon as possible, given the circumstances. The decision to cancel evening classes will be made by 3:00 p.m. Dependent upon the situation, this decision will be made via a discussion of the President and Vice Presidents to determine the probable course of action.

* Basing a closing on whether the K12 schools close will not be the criteria. Western has no make-up day provision and does not bus young children (the enabling criteria in the K12 schools).

If a clear-cut decision cannot be made, classes will be canceled until 10:15 a.m. This will allow time for more information to be gathered and a decision to be made on whether a complete closing is necessary.


5. If it is determined early in the morning or the preceding evening that the school will be closed, administrators should inform staff in their area (refer to the telephone tree) of the decision and listen to local radio stations for updates.

6. A telephone tree is in place in each unit for notification of staff once a decision to close is made. The Vice President for Finance/Operations will contact administrative personnel to start the telephone calling process. Each unit head is charged with the responsibility of establishing and maintaining a telephone tree that follows the line of organization and for all notifications made according to the process.

7. If it is determined, while classes are in session, that the school College will be closed, the specific time of closing will be determined (as per above), and Closings will only be communicated by the AVP of Strategic Effectiveness and Engagement, or designee. Closings will be communicated to radio and television stations. Notification will also be sent to staff and students via all exchange and student email, and via subscriber emergency notification (email, text message, telephone). The College will also post notification using social media, e.g. Facebook and Twitter. If there is no announcement, the assumption is that school is in session as usual.

8. Closings only will be communicated to radio and television stations and placed on the web page and distributed via email by the Vice President for Student Services/College Relations, or designee.

9. Each regional location will determine when to close, day or evening dependent on conditions in their area, applying the criteria in item three. This determination will be made by the regional location Team Facilitator in conjunction with the regional location Director of Operations and VP of Finance and Operations (refer to #4 above). In the absence of the Director of Operations, the determination will be made in conjunction with the RLC Dean of Teaching and Learning VP of Finance and Operations.

After the determination has been made to close, the Team Facilitator will notify their local radio stations to report the status. The Director of Operations or designee the Dean of Teaching and Learning will notify the Switchboard and the PR Specialist who will direct the communication to staff and students via all exchange and student email, subscriber emergency notification (email, text message, telephone), web site, and social media, e.g. Facebook and Twitter appropriate administrative personnel (who will place the information on the web site and/or distribute via email).

9. During an emergency situation an announcement will be made if the campus(es) will be closed. The following radio and TV stations will be notified:

MEDIA CONTACTED

Family Radio La Crosse

WHTL Radio Whitehall

WVRQ Radio Viroqua

La Crosse Radio La Crosse

WLSU Radio La Crosse

WWIS Radio Black River Falls

KQ98 Family Radio Spring Grove, MN

WRJC Radio Mauston

WKBT-TV

WCOW Radio Sparta

WUSK Tomah

WXOW-TV

10. Each Administrative Unit will determine the position or positions that are considered essential and therefore must be staffed regardless of a campus closing. These positions, when identified, will be listed below. Administrators will notify all staff required to report, and work out transportation, as necessary, with the Physical Plant Director. Essential positions are as follows: Administrators, Custodial, Maintenance, Security, Switchboard, and Regional Learning Center Switchboard. These individuals may be eligible for compensatory time off at a later date for their time spent working.

Note: positions that need to be staffed regardless of a campus closing should be noted in the position’s job description, not in this policy.

Based on the nature of the closing, some employees may need to continue to perform their work responsibilities and report to or remain on campus.

11. Individuals who do not hear of a closing and come to work will be given compensatory time off at a later date (at the convenience of the department) or paid for the hours spent working.


Note: Information on compensation and leave use for emergency closings should be included in the employee handbook. Suggestions for the handbook: Employees will not suffer any loss of pay as a result of any emergency closing; Vacation or other type of leave time will be taken if the employee previously scheduled a vacation or other leave; FLSA exempt employees including faculty who are not working on campus or from home should take a vacation day or personal day; FLSA non‐exempt employees who are not working on campus should take a vacation day, personal day or work with their supervisor on a plan to make up their lost hours.

12. Compensatory time situations will be accommodated according to the usual procedures of allowing time off at the convenience of the employee and employer. If the compensatory time off cannot be taken, the employer will pay for the time. Evening closings last all night. Closings during the day last until the next decision point (evening classes). Employees required to work during these times may qualify for compensatory time off for the hours worked through the emergency.

13. Special classes, special events and outside activities scheduled to utilize Western facilities or services, such as Food Services or Child Care, must be contacted by the Western personnel responsible for coordinating the event. Arrangements should be made for continuing, canceling or rescheduling the activity.

14. Special situations should be referred to the Vice President for Finance/Operations.

15. The following contacts and telephone numbers are listed for convenience:

Contact Work Phone

Lee Rasch, President 785-9210

Connie Hoveland-Belden, Associate VP-Strategic Effectiveness 789-6191

Mike Pieper, VP-Finance & Operations 785-9162

Art Marson, Director-Special Services 785-9162

Margaret Boudreau, VP-Instruction 785-9102

Denise Vujnovich, VP-College Relations & Student Services 789-6191

Julie Dahl, Custodial Supervisor 785-9109

Bruce Mathew, Director-Computer Services 785-9214

Switchboard 785-9200

Security 785-9191

16. In the event of a situation that is not determined to be sufficient to actually close the campus, faculty and administrators are asked to use good judgment in allowing an absence of an employee or student who feels that their attendance would adversely affect “life and limb” (e.g., a bad weather situation in their travel area) and therefore cause their absence. In these situations, students are expected to catch up missed class material, and employees will utilize existing Leave Policies.

17. If a faculty member cannot attend class, for any reason, usual departmental notification provisions will be followed.

18. The Health Science Center will be governed by its own Emergency Closing Policy, although Western programs will follow the Western procedure.

See also: Policy A0206 - Emergency Closing

Grammatical Corrections: April 17, 2009 Revised December 16, 2008


B0600 TRAVEL AND EXPENSE REIMBURSEMENT

District employees and district board members shall be reimbursed for actual, reasonable, and necessary travel

and meeting expenses, within applicable District reimbursement rates, incurred while on official authorized

District business. All travel should be planned with the principles of fiscal austerity in mind. Government discounts should be requested from hotels and motels and sales tax exemptions apply. Group travel should pool transportation and lodging expenses where applicable and possible. Travel is limited to activities or events relating to the employee's job duties, professional development, and/or to the promotion of the College. The responsibility for monitoring employees' travel and adherence to College guidelines rests with the department administrator. All travel and expense reimbursements must be properly approved and follow the procedures established by the College.

Reference: Procedure B0600p Reference: Procedure B0600p(a) See also: Travel Reimbursement

Revised July 9, 2012 Revised June 19, 2007 Revised December 21, 2004 Revised July 8, 1996 Revised October 18, 1994 Reviewed January 19, 1993 (grammatical changes) Revised June 18, 1991 Revised July 10, 1989 Revised January 15, 1985 Revised May 19, 1981 Adopted November 28, 1979 Wisconsin Administrative Code, Chapter VTAE 6.04 Wisconsin Statute 38.04(14) Policy requires approval of Board of WTCS

B0600p TRAVEL AND EXPENSE REIMBURSEMENT

All in-district and out-of-district travel by a Western Technical College employee must conform to the Wisconsin Technical College System (WTCS) and Western Technical College policies to ensure uniformity. To be eligible for reimbursement, expenses must be claimed in accordance with this procedure. All expenses shall be planned with the principles of fiscal austerity, employee productivity, and energy conservation in mind. A separate procedure authorizes travel and reimbursement for District Board members. AUTHORIZATION All reimbursements for official business travel by College employees must be approved by the employee’s supervisor. Any official overnight business travel must be approved in advance.


TCS 6.04 requires that reimbursement for travel expenses incurred may not exceed the actual, necessary and reasonable amounts. No portion of a reimbursement claim shall have been provided free of charge, or previously reimbursed by the District, or reimbursed by a person or organization other than the District. MODE OF TRANSPORTATION Reasonable transportation expenses incurred on necessary authorized trips away from the employee’s permanent work site are reimbursable regardless of the type of transportation used. If an individual, for personal convenience, does not use the most direct, time efficient route and incurs additional expense(s), such additional expense(s) must be considered personal with reimbursement limited accordingly. Employees planning travel to the same destination are encouraged to coordinate transportation arrangements. Use of public transportation is encouraged when feasible and economical. Airfare – Employees are expected to book the lowest air fare available. The maximum amount permitted for air travel shall be limited to the fare for the lowest class available. Employees should arrange for direct bill to the College or use a purchasing card whenever possible to avoid the need for reimbursement. Any refunds must be returned to the College. Flight insurance coverage for employees is not allowable as a reimbursable expense. The employee’s receipt for payment of the ticket must be attached to the travel voucher. Rented vehicle – Whenever possible, employees are expected to use the College’s designated provider, Enterprise Inc. and the College’s corporate account, which has prearranged and special coverage provisions. Insurance coverage is automatically included under the corporate account. Additional insurance will not be reimbursed. Please note: Western’s insurance carrier does not carry insurance coverage for 15-passenger van rentals. Therefore, rental of a 15-passenger van is not allowed – including a 15-passenger van converted with seats removed to make the van a 12-passenger van. Reasonable charges for taxis, buses, and car rentals are reimbursable provided they are necessary and the most economical choice. Itemized receipts must be presented for such expenditures. If itemized receipts are not available, a written memo must be provided explaining the rationale and reasonableness of the expense incurred, and supervisor approval is required. Fleet – Only employees of the College or other authorized personnel are permitted to operate or ride in fleet vehicles. Usage of fleet vehicles must adhere to the following:

Vehicles must be used exclusively for official College business. Operators must be approved by the Business Office. Approval is obtained by completing the Motor

vehicle record check which verifies the operator has an acceptable driving record. All persons riding in College-owned vehicles are required to wear safety belts and observe all

applicable laws. Smoking is prohibited in College-owned vehicles. Cell phones shall not be used while driving. Texting while driving is also prohibited. Departments using College vehicles will have their travel budgets charged an established rate

approved by the Board. This rate is lower than the rate reimbursed for personal mileage reimbursement.

A master vehicle calendar for travel using College vehicles will be maintained in the Business Office. Vehicles will be scheduled in terms of departure and return dates and hours. If there is a schedule conflict, the conflicting parties should attempt to resolve the conflict to mutual satisfaction. If the conflict cannot be resolved, the Business Services Manager shall have final authority as to vehicle use.

Vehicles will be housed on College-owned or controlled property, unless other arrangements are made.

Operators will complete a log form for each trip. Operators normally purchase fuel, oil, and minor repairs with College credit cards. Operators are responsible for normal operating conditions of the vehicle such as oil, water, air pressure, and reasonable cleanliness.

When leaving a vehicle, the motor should be stopped, ignition keys removed, and doors locked. Cars should be inspected by operator before and after use; any damage or operating deficiency

should be reported immediately to the Business Office. Gas cards are available in the Business Office. Vehicles should be returned with full gas tanks.

Receipts and gas cards should be turned in to the Business Office or placed in the drop box located on the Center for Childhood Education building immediately upon return of the vehicle.


General fleet vehicle keys will be kept in the Business Office. Keys must be returned to the Business

Office or placed in the drop box located on the Center for Childhood Education building immediately upon return of the vehicle.

All accident facts must be reported to the Business Office within 24 hours of the incident. Personally-assigned vehicle – A College-owned vehicle may be assigned to an employee for an extended period of time where the President or his/her designee determines that it is in the best interest of the College for accomplishing a job assignment. The use of a personally-assigned vehicle shall be for official College use and is subject to the following:

All requirements outlined under fleet vehicles must be adhered to. Persons to whom a College-owned vehicle is assigned may not file for reimbursement for their

privately-owned vehicle unless the assigned vehicle is disabled and a pool vehicle is not available. Persons to whom a College-owned vehicle is assigned must see that the vehicle is serviced as

recommended and maintained as required. Tire replacement or major repairs should be handled through the Business Office. All warranty work must be performed by an authorized dealer.

Operators must submit a vehicle log prepared daily showing mileage. The vehicle log must be completed and returned to the Business Office by the fifth working day following the end of each month.

Personal vehicle - Use of an employee’s personal vehicle for college business requires the employee to possess a valid driver’s license and to carry personal automobile liability insurance. Personal auto insurance will be primary in the event an accident occurs while traveling on college business.

Mileage will be reimbursed by Western Technical College when the request meets one of the following:

a) Getting from one workplace to another in the course of your business or profession b) Visiting clients or customers c) Going to a business meeting away from your regular workplace d) Getting from your home to a temporary workplace when you have one or more regular places of work.

Mileage will be paid at the current allowable IRS reimbursement rate. This rate is established for the purpose of recovering a proportionate share of the vehicle’s depreciated cost, cost of maintenance and repair, insurance and gasoline. The rate generally changes annually, usually on the first of the year. All traffic citations, parking tickets, and other violations will be the responsibility of the individual. Mileage will be paid to adjunct instructors when their round trip travel exceeds sixty (60) miles from the lesser of their home or place of employment to their teaching assignment. Adjunct instructors may only claim the net difference. Mileage may be paid to BIS instructors based on the College’s ability to recoup the costs through the billing of outside organizations. Instructors teaching a section that involves students from more than one Western location (e.g. regional locations) are requested to visit each location that is part of the section, once per semester. Mileage is calculated from the originating site, to the new location, and back to the originating site.

When an instructor is required to transport equipment from one campus to another campus or to an off campus instructional site in a college vehicle, travel time will be paid. Travel time will be calculated using the distance from the pickup location of the college vehicle to, and from, the instructional site. A rate of thirteen dollars($13.00) per such allotted hour, or prorated portion thereof; provided that such instructor actually drives the college vehicle the distance between that facility and such location:

Travel Distance Time Allotment0 – 12 miles 1/4 hour

13 – 25 miles 1/2 hour26 – 40 miles 3/4 hour41 – 55 miles 1 hour56 – 75 miles 1-1/2 hours

76 - 100 miles 2 hours


All mileage related to the instruction of a class should be reported using the Travel Expense Reporting form. This mileage will be paid through payroll.

Mileage for local travel is not allowed unless an employee’s job assignment regularly requires travel. Local travel is defined as travel within the city limits of an employee's base campus.

Mileage for local travel is not allowed unless an employee's job assignment regularly

These guidelines are intended to assist you in calculating your mileage reimbursement:

a) The mileage from an employee’s assigned campus to an off campus worksite and back to the employee’s assigned campus is eligible to be reimbursed.

b) If an employee leaves from home, goes to an off campus worksite (other than their assigned campus), and back home, they are eligible to be reimbursed for the lesser of:

The mileage from the person’s home to the off campus worksite and back to their home; The mileage from the person’s assigned campus to the off campus worksite and back to the

assigned campus.

c) If an employee leaves from home, travels to an off campus worksite and then returns to their assigned campus, they are eligible to be reimbursed for the lesser of:

The mileage from their assigned campus to the off campus worksite and back to the assigned campus;

The mileage from their home to the off campus worksite and back to their assigned campus.

MEAL EXPENSES A claim for meals must represent actual, reasonable, and necessary expenses for meals. Reimbursement for the cost of travel meals will be made only if the individual’s business trip is overnight or long enough to require a stop for sleep or rest. For employees, the maximum reimbursement amount for meals, including tax and tip, will be limited to the rates as stated below:

Breakfast $ 7.00 Lunch $11.00 Dinner $23.00

Staff may average actual costs between meals being reimbursed up to the allowed maximum. For District Board members, the maximum reimbursement amount for out-of-state meals, including tax and tip, will be the GSA domestic per diem rates as identified on GSA.gov. Itemized receipts are required for all meal expenditures. If on occasion an employee does not have an itemized receipt, a written memo must be provided explaining the expenses and their costs. Supervisor approval is required in these instances. When performing a job assignment at a district location other than the employee’s regular location, meal reimbursement is not provided. Business Meals - Business meeting meal and entertainment expenses are considered allowable primarily for infrequently occurring functions with an explicit business purpose where a 3rd party (non-Western employee) is involved. Entertainment and meal expenses are allowed for employment positions requiring fundraising. Employees with positions requiring fundraising who are traveling for the purpose of fundraising will be reimbursed the actual expense for meals and entertainment. Receipts must be provided with proper documentation.


Documentation required by the IRS for business meal and entertainment expense includes:

Names of individuals attending, their titles, and company name. Name and location where the meal/event took place. Exact amount and date of expense. Specific business purpose and topic discussed. Give detailed information to justify the expense. For

example, simply indicating “lunch” is not enough information to justify business purpose.

In general, food, refreshments, and related supplies are not provided to individual employees. On rare occasions, Western may furnish meals during College-wide meetings or unit/division/ department wide meetings at the discretion of the administrator in charge. Meals are not to be provided to staff during individual staff meetings. When refreshments or meals are furnished by Western, every effort should be made to purchase those refreshments or meals through Western’s food service except where logistically this is not feasible as in the case of regional locations. Areas of the College/Offices interacting with the public may choose to provide refreshments to the public at the discretion of the administrator. Where refreshments and related supplies are shared between the public and employees we ask that the employee reimburse the College through a good faith donation cup. Those funds should then be routinely submitted to the Business Office. While certain assignments require an individual to perform a substantial amount of in-District travel, meals during assigned normal routine periods of travel will not be subject to reimbursement. LODGING Employees traveling to conduct College business that requires an overnight stay should request the Wisconsin State Rate when procuring reservations and/or at check-in. Since the College is exempt from sales tax in Wisconsin, employees must provide hotels with a Certificate of Exempt Status (exempt number is also found on the College’s purchasing cards) to avoid Wisconsin sales tax. Depending on the city, local or special taxes may still apply. In the event the Wisconsin State Rate is not available, an employee’s choice of lodging accommodations should be based on cost and accessibility to the business being conducted. If a conference is at a hotel and arrangements are made to stay at that hotel, the College will reimburse that rate, providing the employee has requested the Wisconsin State Rate. When traveling alone, an employee will be reimbursed for a single motel or hotel room at a reasonable rate for the community. Expenses for lodging at homes of relatives or friends are not reimbursable. EXPENSES NOT ALLOWED Expenses not reimbursable include, but are not limited to the following:

Alcoholic beverages. Gifts. Entertainment Supplemental travel insurance. Insurance on rental cars – Use Enterprise Corporate Account, which exempt additional coverage

and collision. Account number is available from the Purchasing Department. TV movies. Gasoline costs if mileage reimbursement is used. Cost beyond coach-class for air, train, or bus. Personal telephone calls. Dry cleaning or laundry service. Costs for meals, travel, or lodging for spouses or other personal guests.

FOREIGN TRAVEL All travel to destinations outside the United States shall be approved by the President or his/her designee. In addition, advance notice of travel outside of the United States (including Canada) must be given to the Business Office in order to ensure foreign travel insurance is obtained by Western. PURCHASING CARD AND DIRECT BILLING District purchasing cards are available to employees for College business at no personal cost to the employee. These are credit cards issued in the name of the employee. If appropriate for travel expenses, the use of the


purchasing card is preferred whenever possible. This includes lodging, meals and other expenses such as conference registrations, car rentals, taxis, tolls, etc. Airfares may also be placed on a purchasing card. If the use of a purchasing card is not possible, then expenses may be directly billed to Western by completing a requisition and providing reasonable lead time. Expenses beyond reimbursement maximums must be paid by personal check/cash at the time the purchasing card statement is submitted. Expenses shall be submitted as part of the normal purchasing card expenditure report. Supervisors shall review and approve all travel expenses as part of the purchasing card approval process and ensure compliance with District travel procedures. Reimbursement for travel and College business expenses provided by other organizations shall be disclosed when filing the prior approval reimbursement forms. The Business Office must be notified if any expenses should be billed to another organization. VERIFICATION OF EXPENSES Except where noted, itemized receipts are required for all reimbursements. The immediate supervisor shall review and approve all travel vouchers for employees under his/her jurisdiction to insure compliance with College policies and procedures. The Business Office will provide oversight review and approval of all travel vouchers. TRAVEL EXPENSE REPORT GUIDELINES Business travel related to conference or meeting travel expenses that does not require an overnight stay may be reported using the Travel Expense Reporting form.

Business travel related to conference or meeting travel expenses that requires an overnight stay should be reported using the Conference or Meeting Travel Expense Report form. Please use the expense amounts located on WIRE at Travel Reimbursement Rates.

Prior to the trip:

1. Check the travel expense section of your budget to ensure available funds 2. Complete the Description and Estimated Amounts section (left side) of the Conference or Meeting Travel Expense Report form 3. Submit the form to your supervisor for approval

When you have completed the trip:

1. Check the Actual Reimbursable Expense section (right side) of the Conference or Meeting Travel Expense Report form 2. Attach the necessary receipts 3. Submit the form to your supervisor for approval and processing of payment

SUBMISSION PERIOD Employees are eligible for reimbursement up to 60 days from the later of the date incurred or paid. All claims for the fiscal year (ending June 30) are due to the Business Office no later than July 15. Revised July 9, 2012 Revised December 21, 2004 Revised November 16, 2004 Approved April 18, 1997

Reference: Policy B0600 See also: Travel Reimbursement Business Services

See Also: Procedure B0600p(a) District Board Travel


B0600p(a) DISTRICT BOARD TRAVEL

Western Technical College District Board members are encouraged to participate in professional development activities designed to promote effectiveness through attendance at state, regional, and national meetings and by utilizing resources available in the College.

District Board members (per Wisconsin Statute 38.08(4)) shall receive reimbursement of their actual and necessary expenses incurred in the performance of their duties. All reimbursable expenses should reflect good judgment to minimize District costs and related taxpayer support. As part of the travel and expense reimbursement process, where applicable, District Board members will refer to and follow B0600 Travel and Expense Reimbursement policy and BO600p Travel and Expense Reimbursement procedures. Travel, lodging, registration, and other necessary arrangements will be made through the President’s Office.

The Executive Assistant to the President will review reimbursement requests for compliance and completeness and then process them for payment. Board travel expenses will be charged to the annual Board Budget. This procedure includes board travel and reimbursement for the following events and activities:

Attending monthly District Board meetings or traveling to the College to conduct college business Attending Wisconsin Technical College System District Boards Association meetings Attending national or regional conventions or conferences Any other attendance or travel organized by the President or Board Chairperson on behalf of the College

Approved July 9, 2012 Reference: Policy B0600

See also: Travel Reimbursement See Also: Procedure B0600p Travel and Expense Reimbursement

A0110p(b) PROCEDURES SPECIFIC TO BUDGETING FOR TRAVEL FOR

BOARD MEMBER DEVELOPMENT OPPORTUNITIES

The Board recognizes that it is important and necessary for the welfare and governance of the College that all Board members engage in educational and professional development opportunities beyond the local and state level as well as serving as advocates for the Wisconsin Technical Colleges.

It further acknowledges that the need for Board member professional development and advocacy must be balanced by fiscal responsibility.

All board members are encouraged to attend Wisconsin Technical College District Boards Association meetings


and events. For out-of-state board development opportunities, participation will be determined as follows:

At the beginning of each budget year, the board chair will provide each board member with a descriptive list of board professional development opportunities and confer with each board member to determine his or her interest in attending one or more of the scheduled board development conferences or meetings.

Each year, the board will set a budget for board member development and receive a recommendation from the board chair, vice chair, secretary and treasurer on which the board members should attend professional development opportunities during the course of the year. Determining factors may include: availability and willingness to attend, records of attendance at board meetings, record of attendance at college events and activities, other staff members in attendance, previous travel and professional development opportunities attended, etc.

Ordinarily, no more than two board members should attend any one professional development meeting. There may be exceptions which must be approved by the Board Chair.

All Board members representing the College outside Wisconsin must obtain prior approval of the Board and if a Board member, with support of the Board, decides to run for any national or regional office, a special board budget will be developed to cover this expense outside the standard board budget.

After attending a board professional development meeting, members attending will report to the board on how his or her attendance at the meeting benefits the college district.

Planned travel will be within the approval of board travel budget but recognizes there may be exceptions granted for special situations with approval of the Board Chair

Board members will be reimbursed for their travel expenses in accordance with the Western’s travel reimbursement policy.

Approved July 8, 2013

Reference: Policy A0110 Reference: Procedure A0110p(a)


Proposed Revision to Procedures

C0404p TUITION REIMBURSEMENT PROCEDURES AND CRITERIA

In order to qualify for tuition reimbursement, the course or courses for which the reimbursement is requested must meet the following criteria: 1. The employee must receive approval from Human Resources before beginning a program or taking individual courses and, 2. The employee must have completed at least one year of employment at Western prior to the beginning of the course or program and,

3. The course or courses must be provided by an accredited college or university and

4. The course or courses are directly related to the staff member's current assignment or

5. The course or courses are required for progress toward the completion of a graduate or undergraduate degree where the completion of the degree is determined to be essential to the individual’s current position or will improve that individual's ability to perform more responsible assignments within the College and,

6. The course is scheduled outside the employee’s regular working hours; or if the course is scheduled during the employee’s normal working hours, the employee makes satisfactory advance arrangements with their immediate supervisor to make up the time missed.

7. The employee earns at least a grade of a C or Pass for undergraduate credits or at least a B or Pass for graduate credits.

8. Tuition reimbursement per individual is limited to an annual fiscal year maximum of $5,000 for full time employees, and a lifetime maximum of $20,000. Benefit eligible employees employed on a part time basis (at least 75%) will be reimbursed on a pro-rated basis.

9. The employee must submit to the Human Resources Office a completed Tuition Reimbursement form, along with a transcript or grade report, evidence of payment of tuition (invoice or fee statement clearly identifying tuition charged), and evidence of satisfactory completion of the course.

10. Should the employee voluntarily leave the College, the employee shall refund the College any tuition reimbursement allocated to the employee by the College in the previous 12 months. 11. Benefit eligible faculty, that have been hired without a bachelor’s degree and required to complete an associates or bachelor’s degree within an agreed upon timeframe, are placed on the bachelor’s salary schedule and therefore are not eligible for salary adjustment while they are attaining their associates or bachelor’s degree. These faculty are eligible for tuition reimbursement based on the terms outlined above (number 2 is waived). Once a bachelor’s degree is attained, the faculty member will no longer be eligible for tuition reimbursement (even if the lifetime maximum has not been met) but will be eligible for salary augmentation as is available to other Bachelor’s level faculty members. Revised March 20, 2012 Approved October 20, 2009

Reference: Policy C0404


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