UW-L Joint Planning and Budget Committee

Minutes
February 10, 2010

1. The minutes of the 1/27/10 meeting were approved (unanimous)

2. Announcements
Provost:
Search for School of Education Director failed. The Provost is soliciting recommendations for interim for 1 to
2 years. DPI is supportive of this action. Interim will be announced in the coming weeks.

Promotion, Retention, and Tenure process has concluded and letters are out. Thank you to all that were
involved in the process

The Report to Higher Learning Commission regarding Diversity and General Education was submitted
January 5, 2010.

Bob Hetzel:
Budget is “cloudy” for fiscal 11. The next biennia will be challenging. Enrollment is soft – down on housing
deposits and enrollment. Nick Nicholas reported that housing is down 87 students from last year. Provost
commented that the Admissions office has 2 new activities to encourage students to finalize their
applications and deposits. They are calling approximately 1200 students. The economy is playing a part and
also the housing situation at UWL has some people concerned. We need more distance learning. If we
lower admission standards to increase enrollment, are we admitting students that can’t succeed? UWL is
already admitting most of the underrepresented population that applies. We need to be targeting middle
school students. Please send suggestions to the Provost or Chancellor.

Thanks to the Student for their participation with the _____ initiative and obtaining Regents approval.

Textbook rental committee meeting weekly to develop policy and answer concerns from fall and spring
semesters.

Advancement Search is moving along well – Consultants report good interest in the position.

The Chancellor and Bob Hetzel have talked with the Foundation regarding Financial Aid and what it means
to the students. A future Capital Campaign may address the need for more Financial Aid to be available.
Endowments were good this year and distributions should be back up to approximately 400 students.

The Eau Claire tuition differential was moved forward by the Regents. Students that attended the Regents
meeting explained that there is a lack of consensus on campus for this action. Regents requested that
details be brought to the May Regents meeting.

New Cowley Building – most of the students coming to UWL are entering the College of Science and Health.
UWL needs to have a new Cowley Building in order to keep up with the increasing numbers of students.
 3. Personal vehicle mileage handout was distributed. It is understood that junior faculty have increased travel
needs. We should be trying to utilize other methods of meeting i.e. telecommunication. A policy was proposed
that personal vehicle mileage reimbursement will be based on the cost of renting a standard size car, average
mileage of 26 mpg, fuel cost of $2.65/gallon, and mileage from campus to destination plus 25 additional miles.
The approximate savings to the departments/UWL would $80 for a one-day trip. Consensus from JP&B is to
move ahead with the proposed policy. The Business Office will be contacting the heavy users and get
information out to campus regarding the new procedures. Enterprise Car Rental has been contacted in case the
demand for vehicles increases.

4. The meeting adjourned

Respectfully submitted: Cynthia Taylor

Personal Vehicle Mileage
Reimbursement Proposal

Joint Planning & Budget

Committee
February 10, 2010
 Travel Expenditure History

• FY 2004 2.15M
• FY 2005 2.53M
• FY 2006 2.44M
• FY 2007 2.58M
• FY 2008 2.73M

Percentage Increase from FY ‘04 to ’08: 26.98%

 FY 2010 Budget Strategy for
Travel Expenditure Reductions
• All Funds: $100,000 (4%)

• Base Budget GPR Funds: $50,000

• Base Budget PR Funds: $50,000

• One-time Reduction of GPR Travel Funds: $500,000

 Goals of Personal Vehicle
Mileage Reimbursement Policy
• Manage & Contain University Travel Costs

• Maximize Institutional Travel Budgets

• Convenience, Choice, & Flexibility for Travelers

• Consistency & Fairness in Reimbursement Practices

 Personal Vehicle Mileage
Reimbursement - Planning Assumptions
• Based on Official Destination Mileage + 25 Extra Miles

• State Mileage Reimbursement Rate: .485 Cents/Mile

• Standard Size Rental Car (Fusion, Malibu, Sonata)

• Rental Car Average Mileage: 26 MPG

• Fuel Cost: $2.65/Gallon

Proposal: Reimbursement for Personal Vehicle at Rental

Vehicle Rate
 Personal Vehicle Mileage
Reimbursement Policy-Example
• Destination (1 Day): UW Madison

• Round Trip Mileage + Other Mileage: 280 + 25 = 305 Total Miles

• Current Personal Vehicle Reimbursement: $147.93

• Vehicle Rental + Fuel Cost: $36.67 + $31.09 = $67.76

•Reimbursement for Personal Vehicle Use: $67.76

•Travel Savings to Department: $147.93 - $67.76 = $80.17