wi dsps bd member guidebook_20160201rev-3

8/18/2019 WI DSPS Bd Member Guidebook_20160201rev-3

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Department of

Safety and ProfessionalServices

Division of Policy Development

Board Member

Guidebook


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DIVISION OF POLICY DEVELOPMENT

BOARD MEMBER GUIDEBOOK

Table of Contents

1. BOARD MEMBER DUTIES (1-3)

2. GENERAL OVERVIEW OF DSPS AND THE BOARDS (4-8)

3. STRUCTURE OF BOARDS AND COUNCILS (9-14)

4. DIVISION OF POLICY DEVELOPMENT STAFF ROLES AND RESPONSIBILITIES (15-16)

5. DUTIES OF THE CHAIR (17-18)

6. GENERAL GUIDE TO BOARD PROCEDURES (19-21)

7. TIMELINE OF A MEETING (22-23)

8. EXPENSES AND TRAVEL (24-32)

9. RULE PROMULGATION FLOWCHART (33-36)


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Member Guidebook – Section 1

BOARD MEMBER DUTIES


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Welcome new board member! Receiving an appointment to serve on a board is a great honor

and a great service to the state of Wisconsin. The Department of Safety and Professional Services

greatly appreciates your willingness to serve the public and those in your profession by taking the time

to both prepare for and attend board meetings and to accomplish the various tasks outside of board

meetings that are necessary to carry out the business of a board. Board members are charged with

making decisions that objectively represent the voice of the public, members of the profession, and

those seeking entry into the profession. This means that as a board member you are not an advocate

for a private interest group or professional association. As a public official, you are held to the highest

standards of ethical and professional conduct, and should strive to avoid any relationship, activity or

position that may influence the performance of your official duties as a board member. It follows that

you must recuse yourself from any conflict of interest that would compromise your neutrality in making

decisions on the board.

Board members are tasked with a number of important responsibilities:

•

Writing Administrative Code. Most boards have authority to write administrative code or

“rules” governing the profession in areas of regulation.

For more information on the process for writing administrative code, please see the Rule

Promulgation Flow Chart on SharePoint.

• Overseeing the Implementation of Statutes and Administrative Code. The day to day

functions of a board are to see that the statutes and administrative code are implemented. The

areas of regulation for most boards include:

o Credentialing Matters: This includes setting the pre-license education, training and

examination requirements for obtaining and maintaining a credential.

o Education and Examinations: This involves administering examinations and education

approval requirements necessary for the attainment or maintenance of a credential.

o Disciplinary Matters: Most boards have the authority to impose discipline (e.g.

revocation of a license or suspension of a license) on credential holders for violating

statutes or administrative rules for the occupation.

Because every decision a board makes should be in line with the applicable regulations, it is

very important that each board member is familiar with their applicable regulations. For

this reason, we have available a Profession Specific Codebook online at:

http://dsps.wi.gov/Boards-Councils/Administrative-Rules-and-Statutes. For more

information on how code is implemented in the various areas, see “General Guide to Board

Procedures.”

• Conducting Meetings in Compliance with Open Meetings Laws. As an agency of state

government, boards must conduct all business in compliance with Wisconsin’s Open Meetings

http://dsps.wi.gov/Boards-Councils/Administrative-Rules-and-Statuteshttp://dsps.wi.gov/Boards-Councils/Administrative-Rules-and-Statuteshttp://dsps.wi.gov/Boards-Councils/Administrative-Rules-and-Statutes


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and Open Records laws to ensure transparency and accountability to the public. An overview of

these regulations is available at http://www.doj.state.wi.us/dls/OMPR/2010OMCG-

PRO/2010_OML_Compliance_Guide.pdf .

• Preparing for Board Meetings by Careful Review of Materials. All materials are available

on your board’s SharePoint website.

• Maintaining Confidentiality. Matters such as discipline, examinations and other closed

session items must remain completely confidential.

http://www.doj.state.wi.us/dls/OMPR/2010OMCG-PRO/2010_OML_Compliance_Guide.pdfhttp://www.doj.state.wi.us/dls/OMPR/2010OMCG-PRO/2010_OML_Compliance_Guide.pdfhttp://www.doj.state.wi.us/dls/OMPR/2010OMCG-PRO/2010_OML_Compliance_Guide.pdfhttp://www.doj.state.wi.us/dls/OMPR/2010OMCG-PRO/2010_OML_Compliance_Guide.pdfhttp://www.doj.state.wi.us/dls/OMPR/2010OMCG-PRO/2010_OML_Compliance_Guide.pdfhttp://www.doj.state.wi.us/dls/OMPR/2010OMCG-PRO/2010_OML_Compliance_Guide.pdf


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GENERAL OVERVIEW OF

DSPS AND THE BOARDS


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The Department of Safety and Professional Services

History:

The 2011-13 biennial budget, 2011 Wisconsin Act 32 created the Department of Safety and

Professional Services (DSPS) by combining the Department of Regulation and Licensing (DRL) and two

divisions from the Department of Commerce.

Chapter 75, Laws of 1967, created the Department of Regulation and Licensing and attached to it a

number of examining boards responsible for regulating their respective professions. The 1967

reorganization also transferred to the department some direct licensing and other occupational

regulation functions.

The DSPS Division of Industry Services traces its roots to 1911 when the Legislature created the

Industrial Commission in Chapter 485 to set standards for a safe place of employment. This “safe

place” statute was later extended to include public buildings. Programs added over the years include

plumbing; heating, ventilation and air conditioning; energy conservation; private on-site wastetreatment systems; accessibility for people with disabilities; and electrical inspection and certification.

The Department of Commerce ultimately assumed these responsibilities and the job of administering

various other laws relating to the promotion of safety in public and private buildings and the licensure

of occupations such as electricians and plumbers. In addition, 1995 Wisconsin Act 27 transferred the

PECFA program and the safety and buildings functions to the Department of Commerce, which is now

part of DSPS as well.

Currently:

DSPS continues to carry out these regulatory functions by ensuring the competent practice of licensed

professionals, the safety of the construction and use of public and private buildings, and compliance

with professional and industry standards. DSPS consists of the following Divisions and Offices:

• Office of the Secretary

• Division of Policy Development

o Office of Education and Examinations

• Division of Professional Credential Processing

• Division of Legal Services and Compliance

• Division of Industry Services

Quick Facts about DSPS:

• Provides policy coordination and centralized administrative services for more than 70 boards,

sections, councils and committees

• Oversees the regulation of 200 types of credentials and specialty permits in more than 60

professional fields

• Issues over 27,500 new credentials and renews more than 430,000 credential holders each

biennium

• Receives more than 2,500 consumer complaints per year

• Verifies about 7,000 Wisconsin licenses per year to other states


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Division of Policy Development

Purpose

The Division of Policy Development within DSPS is responsible for providing administrative support and

policy analysis to the professional boards in the state by facilitating board meetings, serving as a liaison

between the boards and the Department, and managing the administrative rule promulgation process.

The Division promulgates rules for professions and technical programs that are directly regulated by the

Department and for professions that are self-regulated by a board.

Mission

The mission of the Division of Policy Development is to protect the health, safety and well-being of the

public and ensure the competent practice of credential holders without creating unnecessary barriers to

licensure or practice. This mission is carried out by promulgating rules in a clear, straightforward

manner which enables them to be implemented consistently, efficiently and reliably, resulting in a

predictable regulatory landscape for the public and leaves no room for error in implementation.

Goal

The goal is that every credential holder and applicant in the state of Wisconsin will be able to read,

understand and apply the law as written, minimizing the need to consult secondary interpretive

documents or authorities.1

Role

The launch of the new DSPS website helps achieve this goal by making

available a codebook for each program and profession that contains the relevant code for that topic

area. Additionally, the Department is working toward this goal by placing an increased focus on rule

“clean-up” projects that clarify ambiguous, unnecessary and unduly burdensome rule provisions.

The legislature is the source of all law-making authority in the state of Wisconsin. The executive branch,

headed by the Governor and comprised of state agencies, is responsible for implementing and

executing these laws. In certain instances, the legislature will delegate law-making powers to the

executive branch. This often happens with occupational regulation: the legislature delegates rule-

making authority to a board comprised of members of the profession and the public; these professions

are self-regulated. Alternatively, the legislature sometimes delegates rule-making authority to DSPS;

these professions are directly licensed by the department. The legislature has also delegated to DSPS

the authority to promulgate rules to regulate safety and buildings in the state, such as the commercial

building code, the electrical code, and fire safety codes. Thus, Policy Development is the division withinDSPS responsible for the development of regulation through:

• The direct promulgation of rules to govern safety and buildings codes;

1It should be noted that all such interpretive statements must be closely scrutinized to ensure compliance with the law. Wis.

Stat. § 227.10: “Each agency shall promulgate as a rule each statement of general policy and each interpretation of a statute

which it specifically adopts to govern its enforcement or administration of that statute.”


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• The direct promulgation of rules to govern directly licensed professions; and

• Administrative support and policy analysis to boards that promulgate rules to govern self-

regulated professions.

Rules that are promulgated in the Division of Policy Development are implemented by other divisions

within DSPS: the Division of Industry Services enforces the safety and buildings codes through plan

review, building inspections and reporting requirements; the Division of Professional Credential

Processing implements credentialing requirements by processing applications for both new licenses and

renewals; and the Division of Legal Services and Compliance executes code related to disciplinary

actions by prosecuting cases and promoting compliance with standards set by law. The Office of

Educations and Examinations, within the Division of Policy Development, implements code related to

education requirements and the administration of examinations associated with obtaining or

maintaining credentials.

This explanation is demonstrated on the flowchart on the following page.


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STRUCTURE OF BOARDS

AND COUNCILS


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Structure of Boards and Councils

This is a general overview of the structure of Boards and Councils. For the specific duties,

authority and composition of each board, please consult the statutory references listed on the

following page.

• Examining Boards

Authority:

o Set standards of professional competence and conduct for the

professions.

o Prepare, conduct and administer examinations.

o Grant and deny credentials (licenses).

o Impose discipline. Appointed By: Governor with Senate confirmation.

Reimbursement: Per Diem: $25

Expenses: Actual and necessary expenses incurred in the

performance of Examining Board duties.

• Affiliated Credentialing Boards

Bodies that are attached to an Examining Board to regulate professions that practice in

collaboration with the profession regulated by the Examining Board.

Authority: With the advice of the examining board to which it is attached, set

standards of professional competence and conduct for the profession under the

Affiliated Credentialing Board’s supervision, review the qualificationsof prospective

new practitioners, grant credentials, and take disciplinary action against credential

holders.

Appointed By: Governor with Senate confirmation.Reimbursement: Per Diem: $25

Expenses: Actual and necessary expenses incurred in theperformance of Board duties.

• Councils

Authority: Serve an Examining Board or the Department in an advisory capacity toundertake matters as assigned by statute.

Appointed By: Governor, Secretary of DSPS, or Examining Board.

Reimbursement: Per Diem: No compensation.

Expenses: Actual and necessary expenses incurred in theperformance of Board duties.

• Additional Roles of Board Members

Members of boards may serve in additional roles outside of their general role as aboard member. These roles include:

Screening Panel Member: Members may serve on a Screening Panel thatreviews disciplinary complaints filed with the Department and decideswhich cases to open for investigation.


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Case Advisor: Each disciplinary case opened for investigation will beassigned a member of the board to work with the Department andadvise on matters requiring knowledge of the profession.

Liaison: The board may chose to delegate, by motion, the authority toone board member to act on behalf of the board for a given area. Many

boards, for example, designate one member to act as the CredentialingLiaison to make decisions about credentialing matters that arisebetween board meetings and require immediate action.

Statutory Authority of Examining BoardsStatute

Board Creation Details

Accounting Examining Board

15.405(1) Ch. 442Accountant

Accounting Corporation or Establishment

Examining Board of Architects, Landscape Architects, Professional

Engineers, Designers, and Land Surveyors

15.405 (2) Ch. 443

Architect

Designer of Engineering Systems

Professional Engineer

Land Surveyor

Landscape Architect

Auctioneer Board15.405 (3) Ch. 480

Auctioneer

Building Inspector Review Board 15.405 (1m) 101.596Cemetery Board

15.405 (3m) Ch. 440 Subch. IX

Cemetery Authority- Licensed/Religious

Cemetery Authority- Registered

Cemetery Preneed Seller

Cemetery Salesperson

Warehouse for Cemetery Merchandise

Chiropractic Examining Board

15.405 (5) Ch. 446Chiropractic Radiological Technician

Chiropractic Technician

Chiropractor

Controlled Substances Board 15.405 (5m) Ch. 961


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Cosmetology Examining Board

15.405 (17) Ch. 454

Aesthetician, Establishment, Instructor, Specialty School

Cosmetology Apprentice, Practitioner, Establishment,

Instructor, Manager, SchoolElectrologist, Establishment, Instructor, School

Manicurist, Establishment, Instructor, School

Dentistry Examining Board

15.405 (6) Ch. 447Dentist

Dental Hygienist

Funeral Directors Examining Board

15.405 (16) Ch. 445Funeral Director

Funeral Establishment

Examining Board of Professional Geologists, Hydrologists and Soil

Scientists

15.405 (2m) Ch. 470Geologist

Hydrologist

Soil Scientist

Certificate of Authorization

Hearing and Speech Examining Board

15.405 (6m) Ch. 459Audiologist

Hearing Instrument Specialist

Speech-Language Pathologist

Marriage and Family Therapy, Professional Counseling, and SocialWork Examining Board

15.405 (7c) Ch. 457Marriage and Family Therapy

Professional Counselor

Social Worker, Advanced Practice, Independent, Licensed

Clinical, Training Certificate

Medical Examining Board

15.405 (7) Ch. 448, Subch. II

Dietitian

Occupational Therapist

Occupational Therapy Assistant

Perfusionist

Physical Therapist

Physical Therapist Assistant

Physician

Physician Assistant

Podiatrist

Respiratory Care Practitioner


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Board of Nursing

15.405 (7g) Ch. 441Advanced Practice Nurse Presciber

Licensed Practical Nurse

Registered NurseNursing Home Administrator Examining Board

15.405 (7m) Ch. 456Nursing Home Administrator

Optometry Examining Board15.405 (8) Ch. 449

Optometrist

Pharmacy Examining Board

15.405 (9) Ch. 450

Pharmacist

Pharmacy (In State)

Pharmacy (Out of State)

Wholesale Distributor of Prescription Drugs

Physical Therapy Examining Board

15.405 (7r) Ch. 448, Subch. IIIPhysical Therapist

Physical Therapist Assistant

Psychology Examining Board

15.405 (10m) Ch. 455Private Practice School Psychologist

Psychologist

Radiography Examining Board

15.405 (7e) Ch. 462Radiographer

Limited X-Ray Machine Operator

Real Estate Appraisers Board 15.405 (10r) Ch. 458Real Estate Appraisers

Real Estate Examining Board

15.405 (11m) Ch. 452

Real Estate Apprentice

Real Estate Broker

Real Estate Business Entity

Real Estate Salesperson

Time-Share Salesperson

Veterinary Examining Board

15.405 (12) Ch. 453Veterinarian

Veterinary Technician

Statutory Authority of Attached Affiliated Credentialing Boards

Athletic Trainers Affiliated Credentialing Board 15.406 (4) Ch. 448, Subch. VI

Dietitians Affiliated Credentialing Board 15.406 (2) Ch. 448, Subch. V

Massage Therapy and Bodywork Therapy Affiliated Credentialing

Board15.406 (6) Ch. 460

Occupational Therapists Affiliated Credentialing Board 15.406 (5) Ch. 448, Subch. VII

Podiatry Affiliated Credentialing Board 15.406 (3) Ch. 448 , Subch. IV


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Statutory Authority of Councils

Council on Anesthesiologist Assistants 15.407 (7) 448.23

Crematory Authority Council 15.407 (8)

Automatic Fire Sprinkler System Contractors and JourneymenCouncil

15.407 (17) 145.17

Contractor Certification Council 15.407 (11) 101.625

Conveyance Safety Code Council 15.407 (14) 101.986

Dwelling Code Council 15.407 (10) 101.72

Manufactured Housing Code Council 15.407 (13) 101.933

Multifamily Dwelling Code Council 15.407 (12) 101.972

Board of Nursing Examining Council 15.407 (3) 441.05, 441.10 (2)

Pharmacist Advisory Council 15.407 (6) 450.025

Plumbers Council 15.407 (16) 145.02 (4) (a)

Council on Physician Assistants 15.407 (2) 448.2Council on Real Estate Curriculum and Examinations 15.407 (5) 452.05, 452.06

Respiratory Care Practitioners Examining Council 15.407 (1m)

Sign Language Interpreter Council 15.407 (9) 440.032


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DIVISION OF POLICY

DEVELOPMENT –

STAFF ROLES AND

RESPONSIBILITIES


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Staff Roles and Responsibilities

Executive Director. Executive Directors have a three-dimensional role as Policy Analyst, Operational

Liaison, and Facilitator.

Policy Analyst. Many boards maintain authority to write administrative rules and policy

governing their profession and rely on the Executive Director to assist the board in performing a

thorough analysis of policy considerations involved. This requires compiling input from various

stakeholder groups, license holders, other divisions within DSPS and the public.

Operational Liaison. Executive Directors are the principal liaison between the professional

boards and the Department and are responsible for ensuring that policy decisions made by

boards are implemented operationally in the other divisions. For example, if a board decides to,

by rule, increase the hours of continuing education required to renew a license, the department

staff in charge of processing renewals needs to be made aware of that change. Likewise,

Department staff that investigate disciplinary complaints need to be informed of changes to

disciplinary rules.

Facilitator. Executive Directors are in charge of facilitating board meetings and overseeing the

provision of administrative services to board members. As such, the primary component of this

duty is the compilation of materials for board meeting agendas; this requires collaboration with

other divisions in the Department, communication with board members, and research of

information, laws, rules and policies of other jurisdictions and organizations.

Rules Coordinator.

Rules Coordinators are responsible for drafting rules for the various professions and technical

programs regulated by the Department. The job of a Rules Coordinator is to ensure that the

proper procedures are followed and that the language of the rule reflects the intent of the rule-

writing authority. Rules Coordinators receive guidance from the Policy Director and the

respective Executive Director in regards to legal research and data analysis required prior to

drafting.

Bureau Assistant.

Bureau Assistants are responsible for performing a variety of administrative tasks necessary to

facilitate board meetings. These functions include posting public notice, compiling the agenda,

recording motions of a board during the meeting and drafting the minutes for approval.


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DUTIES OF THE CHAIR


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Responsibilities of the Board Chair

• Guard the board’s time by having board members vote to adopt an agenda at the

beginning of the meeting. Follow the agenda faithfully.

• Do not permit unauthorized interruptions by spectators. The Chair may, by discretion,

recognize members of the public.

• Recognize board members are entitled to speak or propose motions.

• Restate the motion after it has been seconded, then open for discussion.

• Close discussion and put motions to a vote. Restate the motion exactly as it was made or

amended before calling for the question.

•

Announce the result of the vote immediately. A tie vote defeats a motion requiring a

majority of those voting.

• Vote when your vote will affect action, i.e., to cause or block the attainment of either a

tie or two-thirds vote, whichever is necessary for action.

• Avoid interfering with legitimate motions.

• Maintain order and proper procedure by making necessary rulings promptly and clearly.

•

Expedite board business in every way compatible with the rights of the board members.You can allow brief remarks on motions, advise board members how to take action

(proper motion or form of motion), or order proposed routing action without a formal

vote, e.g., “If there is no objection, the minutes will stand approved as read. Hearing no

objection, so ordered.”

• Protect the board from frivolous motions whose purpose is to obstruct the board’s

business. You can refuse to entertain such motions. Never adopt such a course,

however, merely to expedite business.


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GENERAL GUIDE TO

BOARD PROCEDURES


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General Guide to Board Procedures

The day to day functions of a board are to see that the statutes and administrative code are

implemented. The areas of regulation for most occupational boards are credentialing, education and

examinations, and discipline.

Procedures Related to Credentialing

Procedures Related to Education and Examinations

Applicants who wish to obtain a specific credential (or renew a

credential) submit an application directly to the Department of Safety

and Professional Services, Division of Professional Credential

Processing.

Staff in this division process the application by ensuring that all

materials necessary to obtain the credential have been submitted.

Applications that fail to meet all requirements for a credential (or

renewal of a credential) are processed according to procedures

approved by the board. This often involves communication between

Department staff and the board’s credentialing liaison.

A Board determines standards for pre-license education (e.g. approval

of schools), continuing education (e.g. approval of CE course

providers), and examinations.

The Office of Education and Examinations implements these standards

by communicating with the entities seeking approval and by

administering the examinations.


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Procedures Related to Discipline (for more information, see Case Advisor Training materials)

Members of the public file a complaint with the Department of

Safety and Professional Services, Division of Legal Services and

Compliance.

Intake staff in the Division of Legal Services and Compliance

coordinate the distribution of complaints to screening panels.

Members of the public file a complaint with the Department of

Safety and Professional Services, Division of Legal Services and

Compliance.

Members of the Screening Panel, with assistance from DLSC legal

staff, determine which cases should be opened for investigation.

If opened for investigation, the case is assigned a Case Advisor who

works with the Department to proceed with the case.

At any point, the case may settle if the Board and the Respondent

can agree to a stipulation. The Board may also choose to issue an

Administrative Warning. The Final Decision and Order is maintained

by staff who monitor the Respondent’s compliance with the Order.

If the Board and Respondent do not agree to a stipulation, the case

may proceed to a formal legal hearing in front of an Administrative

Law Judge.

The Administrative Law Judge issues a proposed decision which isreviewed by the board. The Board then decides whether to accept

the proposed decision or reject it and issue a variance.

The Board’s final decision is issued in the form of a Final Decision

and Order. This Final Decision and Order is maintained by staff who

monitor the Respondent’s compliance with the Order.


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TIMELINE OF A MEETING


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Timeline of a Meeting

8 business days prior to the meeting: All agenda materials are due at the Department.

7 business days prior to the meeting: The draft agenda page is due to the Executive

Director and Chair for review and approval.

5 business days prior to the meeting: The approved agenda is returned to the Bureau

Assistant for agenda packet production and compilation.

4 business days prior to the meeting: Agenda packets are posted on SharePoint.

Agenda Items: (Sample Listing)

o Approval of the Agenda and Minutes from the last meeting

o Open Session Items

• Administrative Report

• Legislation and Administrative Rules Issues

• Public Hearings

• Education and Exam Issues

• Current Issues Affecting the Profession

o Closed Session items

• Stipulations

• Administrative Warnings

• Deliberations on Proposed Disciplinary Actions

• Case Closings

• Monitoring Issues

• Professional Assistance Procedure (PAP) Issues

• Credentialing Issues

• Exam Issues

Thursday of the Week Prior to the Meeting: Agendas are published for

public notice on the Department’s website (http://dsps.wi.gov).

3 business days after the Meeting: “To-Do” lists are distributed to staff to ensure that

board decisions are implemented within the appropriate divisions in the Department.

5 business days after the Meeting: Minutes approved by the board are published on theDepartment’s website.

http://www.dsps.wi.gov/http://www.dsps.wi.gov/http://www.dsps.wi.gov/http://www.dsps.wi.gov/


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EXPENSES AND TRAVEL


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EXPENSES AND TRAVEL

Reimbursement Guidelines

Please note that all travel-related expenses are reimbursable within the limitations

established by the Office of State Employee Relations and the Department of Administration. All per diem and travel expense reimbursement vouchers are to be submitted to the

Department within one month of the activity in which payment is being requested.

Ethical Consideration: State statutes and Code of Ethics strictly prohibit any board member,

his or her family, or co-workers from benefiting personally from free flight plans, lodging, meals,

or other promotions which result from travel incurred in connection with board official business

and paid from state or federal funds.

Areas Outlined in this Section:

o Lodging Accommodations

o Per Diem Guidelines

o Travel and Meal Guidelines

o Out of State Travel Guidelines

o Travel Forms


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LODGING ACCOMMOD ATIONS

Lodging the night before a board meeting will be reimbursed provided the boardmember would have to leave home before 6:00 a.m. in order to be at the meeting siteby the set meeting time.

Hotel arrangements for board meetings are scheduled by the department for all boardmeetings prior to the beginning of each calendar year.

Maximum reimbursement rate for in-state lodging is $82, except in Milwaukee, Waukesha and Racine counties where the rate is $90. All in-state hotel costs are tax exempt.

Maximum reimbursement rates for out-of-state lodging are determined by the Office of State Employment Relations. In cases where a board member stays at the conference site,the conference room rate is allowable.

Board members may make their own in-state or out-of-state travel arrangements (if notfunded by the Department) but only after receiving authorization from their respectiveboard. DSPS staff will work with the board member in obtaining travel approvals.

DEPARTMENT POLICY: HOTEL CANCELLATIONS

1. If a Board Member is not going to use a reserved hotel room, it is the responsibility of the Board member to cancel the room by calling the hotel.

2. If the hotel room is not cancelled, the board member may be responsible to pay the bill.3. If a meeting is cancelled and/or rescheduled due to a lack of quorum, lack of

business, or inclement weather, it is the responsibility of the Department to canceland/or change any room reservations.

Contracted Hotel Contact Information:

Cambria Suites5045 Eastpark Blvd Madison, WI 53718

Phone: 608-241-7070 Web: https://www.choicehotels.com/wisconsin/madison/cambria-hotels/wi143?source=gglocaloz

http://www.marriott.com/hotels/travel/msnme-fairfield-inn-and-suites-madison-east/http://www.marriott.com/hotels/travel/msnme-fairfield-inn-and-suites-madison-east/http://www.marriott.com/hotels/travel/msnme-fairfield-inn-and-suites-madison-east/


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PER DIEM GUIDELINES

General Per Diems Guidelines: Any board member whose appointment has been confirmed by the Senate, or who has

been nominated to fill a vacant board position, is eligible to receive a per diem. Council

and Committee members are not eligible for a per diem, unless otherwise outlined instatute.

Any board, council or committee member whose appointment has been confirmed by theSenate or who has been nominated to fill a vacant position is eligible to receive travelexpenses for each day on which he or she has actually and necessarily engaged in theperformance of board duties. If you are employed by the State of Wisconsin theserequirements do not apply, please contact the Department for more information.

$25 per day (Only one per diem may be claimed per calendar day.)

Examples of board related duties eligible for per diem payment:

Attend board meeting or participate in a board meeting in person or by telephone. Attend a Screening Panel Session when held on a day other than a board meeting

date, in person or by telephone. Senate confirmation hearing. Exam administration or test development. Attend a legislative or other public hearing as an authorized representative of the board

on matters directly related to the work of the board. Prior approval from the secretaryis required for per diem payments for more than one board-authorized representativeat a public hearing.

Represents the board at a meeting of a governmental body or other organizationwhere attendance is necessary to the performance of the board’s official duties.

5-Hour Rule $25 for performing a cumulative minimum of 5 hours engaged in:

o Duties as a disciplinary case screener or board advisor including reviewing cases,consulting with investigators, etc. (NOTE: You will need to document the exacttimes performing these duties on your per diem form.

o Preparation of board correspondence or articles. Hours can only be claimed in the month the duties were performed. Hours cannot

carry over to other months.

INSUFFICIENT BASIS FOR APPROVAL OF A PER DIEM

Travel days to or from board meetings, conferences, and other events when there isno event business conducted.

Attendance at professional association meetings, conferences, seminars, examadministrator or test development, if there has not been priorboard authorization and approval of the Secretary’s office.


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TRAVEL & MEAL GUIDELINES

Employees and board members in travel status are expected to use good judgment whenincurring travel costs. Only expenses incurred while conducting official State business willbe reimbursed. Reimbursement claims must represent actual, reasonable and necessary

expenses.

Reimbursement Rates

Mileage rate -- $.51 cents per mile

Private Airplane-- $.51 cents per mile

Meals (Maximum amounts) In-State Travel Out-of-State TravelBreakfast $9 $10

You must leave home before 6:00 a.m.*

Lunch $10 $15

You must depart before 10:30 a.m. & return after 2:30 p.m.*

Dinner $20 $25 You must return home after 7:00 p.m.*

*Distance and drive time are determinant factors in verifyingeligibility for meal claims. Time guidelines are relevant toactual travel times and when a traveler would be required to depart in order to reach their destination on time.

NOTE: Alcoholic beverages may not be claimed for any meal.

Telephone One personal call home is reimbursable up to $5 for each night in travelstatus.

Hotel GratuitiesGratuities to hotel employees are reimbursable up to $2 on dates of departureand arrival, and up to $2 per night of stay at a hotel/motel.

Porterage Porterage costs at airports or bus terminals will be reimbursed. The claimshould not exceed $1 per piece of luggage.

Taxi/Shuttle Receipts are required for one-way fares exceeding $25.

EXAMPLES OF NON-REIMBURSEABLE ITEMS

This list is not an all-inclusive list

Traffic citations, parking tickets and other fines

Mileage charges incurred for personal reasons, e.g., sightseeing, side trips, etc.

Additional charges for late checkout Taxi fares to and from restaurants Meals included in the cost of registration fees or airfare

Flight insurance (List continued on next page)


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Cancellation charges (unless fully justified) Alcoholic beverages

Spouse or family members’ travel costs

Lost/stolen cash or personal property Incidentals and Personal items, e.g., toiletries, luggage, clothing, etc. Repairs, towing service, etc., for personal vehicle

Pay-for-view movies in hotel room; personal entertainment

Child care costs and kennel costs


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OUT OF STATE TRAVEL GUIDELINES

Any board member who wishes to attend out-of-state regional or national meetings or

conventions must have prior approval by the Board and/or the Department depending on who

is responsible for payment. In some cases board members may be required to make their own

arrangements for conference registration, air travel and hotel accommodations. DSPS staff willwork with the board member in obtaining any necessary travel approvals. Please reference

Schedule F of the Uniform Travel Schedule in the WI Compensation Plan for more detailed

information.

Reimbursement for air travel is limited to the lowest appropriate airfare which is definedas coach fare, which provides for not more than a 2-hour window from the traveler’spreferred departure or arrival time and may require one plane transfer.

Board members may be approved for Department funded out-of-state travel once theBoard has approved the travel, the travel request paperwork has been completed andthen approved by the appropriate members of Department staff.

Mere attendance at a meeting or conference on behalf of the board is not of itself a basisfor filing a per diem claim. Board members must submit a report with the per diemclaim showing that she or he provided substantial official services as authorized by theboard on each day for which a claim is made. This is concurrent with Wisconsin Statute§ 15.08(7).

Board members cannot accept benefits from any airline promotion program, suchas frequent flier points or credit vouchers, acquired while traveling on statefunded business.

Criteria for travel approval:o Will the traveler actually and necessarily engaged in the performance of board

duties?o Will the traveler provide a substantial official service?o Is the service properly documented by submitting a report to the Department

describing the duties performed at the conference and the amount of time spent?

Board members must present a summary report on the conference at the board meetingfollowing the travel.


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Department of Safety and Professional ServicesPER DIEM REPORT

INSTRUCTIONS: Claimant records board-related activities by entering the date of an activity, the duration of time spent in thatactivity, the relevant purpose code (see purpose code descriptions below), where the activity is conducted, and the type of

activity performed. Only one (1) $25.00 per diem payment can be issued on any given calendar day.Purpose Codes:

A. Official meetings including video/teleconference calls(automatic day of per diem):, i.e., board, committee, board training orscreening panels; Hearings, i.e., Senate Confirmation, legislative, disciplinary or informal settlement conferences;Examinations and Test Development Sessions, i.e., test administration, test review or analysis events, national testing events,tour of test facilities, etc.)

B. Other (One (1) per diem will be issued for every five (5) hours spent in category B, per calendar month): i.e., review ofdisciplinary cases, consultation on cases, review of meeting materials, board liaison work e.g., contacts regarding Monitoring,Professional Assistance Procedure, Credentialing, Education and Examinations

NAME OF EXAMINING BOARD OR COUNCIL

SAMPLE EXAMINING BOARD

BOARD OR COUNCIL MEMBER’S NAME

MARY SUNSHINE

ActivityDate

Duration ofActivity

PurposeCode

Where Performed Activity

MM/DD/YY Hours/Minutes A or BCity/Location

(Home, Work, DSPS)

Describe Activity Performed

(see purpose codes)

1/2/16

2 hrs B Pleasant Prairie/Home Review of screening panel materials

1/4/16 2 hr / 30 mins B Pleasant Prairie/Home Review of screening panel materials

1/10/16 1 hr A Pleasant Prairie/Home Screening Panel Meeting - Teleconference

1/12/16 1 hr / 30 mins B Pleasant Prairie/Home Case consultation

1/28/16 6 hrs A Madison/DSPS Board Member Training

The 5-hour rule applies here. Add up all the

‘B’ codes and then divide by five (5) to figureout how many days you can claim. In this case

the total is six (6) hours which equals one (1)

day of per diem.

Department staff completes the fields titled

“Total Days Claimed”.

CLAIMANT’S CERTIFICATION

The undersigned certifies, in accordance with § 16.53, Wis.Stats., that this account for per diem, is just and correct; and thatthis claim is for service necessarily incurred in the performance ofduties required by the State, as authorized by law.

Comments:

Mary Sunshine 2/1 /201 6 Claimant’s Signature Date Supervisor Date

Emp ID: 123456789 1

To be completed by Department staf f : TOTAL DAYS CLAIMED: @ $25.00 =

#11 (Rev. 02/14)


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State of Wisconsin DOCUMENT NUMBER TL

Travel Voucher DOA-6107 Staple Receipts Face Up On Backside For Agency Use Only

Safety & Professional Service Collective Bargaining Unit

Department/ Division DSPS - Board Name EMP ID 987654321 Z Permanent Project LTEState Officer/Employee NameMary Sunshine Address 2424 Happy Road __ __ __ Mo/Yr From/To: City Pleasant Prairie State WI Zip-Code 53158 Headquarters or Home Station

ORG SUB BALANCE REPORT ING PROJECT AMOUNT

FY FUND AGENCY CODE ORG APPROPRIATION ACTIVITY OBJECT SUB-OBJ SHEET ACCT CATEGORY NUMBER DEBIT CREDIT

2014 100 165 1301 121 2165 02

TOTALS

Official Business Travel Points HDQS-TIME

Personal

Vehicle Meals, including tips Other Allowable Expenses Total Allowable Expenses

Date Purpose of Trip From To Depart Return Miles Lodging Morning Noon Evening Item Amount Taxable Non-Taxable

Use Board Meeting Home base Madison Miles P-card $8.00 $10.00 $20.00 Report Report

separate Madison Home base must be meal cost meal cost

lines for You must identify split. Enter or here if there here if there

each leg the purpose of Cannot "P-card" $10.00 $15.00 $25.00 is NO IS an

of your your trip. place when hotel overnight overnight

trip. roundtrip is provided stay. stay.

total on by DSPS Must leave Must leave Must return

one line. home home home after

before before 7:00 p.m.

6:00 a.m. 10:30 a.m.

and return

home after

2:30 p.m.

*Item billed directly to the state agency Sub-Totals

Mileage Costs

Claimant's Statement § 16.53 Wisconsin Statutes Miles at 0.510 cents/mile Totals

I declare, under penalties, that all claimed travel expenses are true and correct and are in conformity Total Expenditure

with Wisconsin statute 16.53 and related agreements. This claim represents reasonable and actual Less Travel Advance

expenses necessarily incurred by me personally in the performance of official duties and no portion Net Amount Due

was previously reimbursed to me by the State or any other source. I cert ify that all expenses on this voucher conform to statutory, departmental or appl icable collective bargaining provisions, and were

necessary in the official performance of duties required by the State Expenditures are determined to be reasonable and proper, and that

Date _______________ Claimant's Signature __________________________________________ sufficient funds are available to pay this claim.

I certify that this travel claim is reasonable, proper, and in conformity with applicable _____________________________________________________________________

statutes, travel schedule amounts, and/or collective bargaining agreements. Agency Head or Authorized Representative

Date _______________ Supervisor's Signature ________________________________________ Audited in accordance with S. 16.53 Wisconsin Statutes and allowed by the provisions of chapter 20.

Staff can fill in these areas.

Board Member MUST fill in these areasLEGEND:

Times must be

reported if meals

are claimed

Maximum in-state amounts

Maximum out-of-state amounts


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RULE PROMULGATION

FLOWCHART


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PERMANENT RULE PROMULGATION

wi dsps bd member guidebook_20160201rev-3

Documents