Ch. TCS 6 NoteNote: Chapter A-V 6 as it existed on September 30, 1984 was repealed and a new chapter A-V 6 was created effective October 1, 1984; chapter A-V 6 was renumbered chapter TCS 6, Register, September, 1985, No. 357, eff. 10-1-85; chapter VTAE 6 was renumbered ch. TCS 6 under s. 13.93 (2m) (b) 1., Stats., Register, June, 1994, No. 462.

TCS 6.01TCS 6.01 Purpose. The purpose of this chapter is to establish policies and procedures under s. 38.04 (14) (a), Stats., relating to district employee and district board member travel and expenses, procurement and personnel, and to administratively interpret s. 38.12 (7), Stats., requiring district boards to establish written policies under these rules.

TCS 6.02(1)(1) “Board” means the technical college system board.

TCS 6.02(2)(2) “District” means a technical college district.

TCS 6.02(3)(3) “District board” means the district board in charge of the technical colleges of a district.

TCS 6.02(4)(4) “District director” means the person employed by a district board under s. 38.12 (3) (a) 1., Stats.

TCS 6.02 HistoryHistory: Cr. Register, September, 1984, No. 345, eff. 10-1-84; corrections made under s. 13.93 (2m) (b) 6., Stats., Register, June, 1994, No. 462.

TCS 6.03TCS 6.03 General district policies. Each district board shall adopt, subject to review and approval by the board, written policies and procedures on district employee and district board member travel and expenses, procurement, and personnel, including the district director. Policies and procedures, and amendments to policies and procedures, adopted by a district board under this chapter shall be forwarded to the board within 30 days of adoption.

TCS 6.04TCS 6.04 Employee and district board member travel and expense reimbursement. Policies and procedures on travel and expense reimbursement adopted by district boards shall, at a minimum:

TCS 6.04(1)(1) Specify those expenses incurred by district employees and district board members that are reimbursable by the district.

TCS 6.04(2)(2) Specify that reimbursement for travel and other expenses incurred by district employees and district board members, in the performance of their official duties, may not exceed the actual, necessary and reasonable expenses as determined under sub. (3), except in unusual circumstances when accompanied by a full explanation of the reasonableness of the expense.

TCS 6.04(3)(3) Establish uniform daily maximum permitted amounts to be reimbursed by the district for meals, lodging costs and porterage tips incurred by district employees and district board members in the performance of their official duties. Separate rates may be established for in-state travel and travel to high cost out-of-state cities.

TCS 6.04(4)(4) Establish a standardized expense voucher and procedures for submission of the voucher. The expense voucher shall include the dates of travel, the purpose of travel, an itemized listing of all travel and expenses incurred, the method of travel and a statement of any expenses billed directly to the district. The expense voucher shall be signed by the district employee or board member claiming reimbursement, and shall contain a statement that all travel expense items represent the actual, necessary and reasonable expenses incurred in the performance of that person’s official duties, and that no portion of the claim was provided free of charge, was previously reimbursed by the district or was reimbursed by a person or organization other than the district.

TCS 6.04(5)(5) Specify the documentation that shall be submitted with the expense voucher.

TCS 6.04(6)(6) Establish a procedure for auditing the expense voucher prior to payment.

TCS 6.04(7)(7) Establish a travel authorization procedure.

TCS 6.05(1)(1) Definitions. In this section:

TCS 6.05(1)(a)(a) “Business” means any corporation, partnership, individual, sole proprietorship, joint stock company, joint venture, or any other private legal entity.

TCS 6.05(1)(b)(b) “Contract” means all types of agreements, regardless of what they may be called, for the procurement or disposal of supplies, services, equipment, or construction.

TCS 6.05(1)(d)(d) “Employee” means an individual who draws a salary or wages from the district, and any noncompensated individual performing services for the district.

TCS 6.05(1)(e)(e) “Governmental unit” means the state, any county, town, city, village, or other political subdivision or any combination thereof, or any department, division, board or other agency of any of the foregoing.