Department of

Safety and Professional

Services

Division of Policy Development

Board Member
Guidebook

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)

Member Guidebook Section 1

BOARD MEMBER DUTIES

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.

Education and Examinations: This involves administering examinations and education

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

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 Wisconsins Open Meetings

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/2010OMCGPRO/2010_OML_Compliance_Guide.pdf.

Preparing for Board Meetings by Careful Review of Materials. All materials are available
on your boards SharePoint website.

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

session items must remain completely confidential.

Member Guidebook Section 2

GENERAL OVERVIEW OF
DSPS AND THE BOARDS

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 waste
treatment 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

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 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.
Role
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 rulemaking 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 within
DSPS responsible for the development of regulation through:

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

It 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.

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

Administrative support and policy analysis to boards that promulgate rules to govern selfregulated 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.

Wisconsin Legislature
Source of all law-making authority in the
state. The legislature delegates authority to
agencies (Departments, boards) to make law
within parameters set by the statute. For
example, The department shall promulgate
rules defining uniform procedures to be used
by the department Wis. Stat. 440.03(1).

Boards

Department of Safety & Professional Services

(Division of Policy Development)

Write rules to regulate the areas designated

by statute. These rules are called
Administrative Code and are given a prefix
to reflect the rule-making authority. For
example, rules written by the Board of
Nursing start with N, and rules written by
the Pharmacy Examining Board start with
Phar. All administrative code is available on
the DSPS website.

Writes rules to regulate the areas designated by

statute. These areas include safety and buildings
codes and directly licensed professions, such as
auctioneers. DSPS often convenes advisory
committees comprised of members familiar with
the subject area to advise the Department. All
DSPS rules start with the prefix SPS and can be
found on the DSPS website.

After rules are published as

Administrative Code, they are
implemented throughout the
Department.

Legal Services and Compliance

implements code related to discipline
(conducting investigations, promoting
compliance with legal standards)

Professional Credential Processing

implements code related to
credential requirements (new license,
new certification, renewal)

Industry Services implements rules

related to safety and buildings codes
(plan review, building inspections,
reporting requirements)

The Office of Education and Exams

implements code related to
education (approval of programs,
courses) and examinations.

Member Guidebook Section 3

STRUCTURE OF BOARDS
AND COUNCILS

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 Boards supervision, review the qualifications of 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 the
performance of Board duties.

Councils
Authority: Serve an Examining Board or the Department in an advisory capacity to
undertake 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 the
performance of Board duties.

Additional Roles of Board Members

Members of boards may serve in additional roles outside of their general role as a
board member. These roles include:
Screening Panel Member: Members may serve on a Screening Panel that
reviews disciplinary complaints filed with the Department and decides
which cases to open for investigation.

 Case Advisor: Each disciplinary case opened for investigation will be

assigned a member of the board to work with the Department and
advise on matters requiring knowledge of the profession.
Liaison: The board may chose to delegate, by motion, the authority to
one board member to act on behalf of the board for a given area. Many
boards, for example, designate one member to act as the Credentialing
Liaison to make decisions about credentialing matters that arise
between board meetings and require immediate action.

Statutory Authority of Examining Boards

Accounting Examining Board
Accountant

Statute
Board Creation

Details

15.405(1)

Ch. 442

15.405 (2)

Ch. 443

15.405 (3)

Ch. 480

15.405 (1m)

101.596

15.405 (3m)

Ch. 440 Subch. IX

15.405 (5)

Ch. 446

15.405 (5m)

Ch. 961

Accounting Corporation or Establishment

Examining Board of Architects, Landscape Architects, Professional
Engineers, Designers, and Land Surveyors
Architect
Designer of Engineering Systems
Professional Engineer
Land Surveyor
Landscape Architect
Auctioneer Board
Auctioneer
Building Inspector Review Board
Cemetery Board
Cemetery Authority- Licensed/Religious
Cemetery Authority- Registered
Cemetery Preneed Seller
Cemetery Salesperson
Warehouse for Cemetery Merchandise
Chiropractic Examining Board
Chiropractic Radiological Technician
Chiropractic Technician
Chiropractor
Controlled Substances Board

Cosmetology Examining Board

Aesthetician, Establishment, Instructor, Specialty School
Cosmetology Apprentice, Practitioner, Establishment,
Instructor, Manager, School
Electrologist, Establishment, Instructor, School
Manicurist, Establishment, Instructor, School
Dentistry Examining Board
Dentist
Dental Hygienist
Funeral Directors Examining Board
Funeral Director

15.405 (17)

Ch. 454

15.405 (6)

Ch. 447

15.405 (16)

Ch. 445

15.405 (2m)

Ch. 470

15.405 (6m)

Ch. 459

15.405 (7c)

Ch. 457

15.405 (7)

Ch. 448, Subch. II

Funeral Establishment
Examining Board of Professional Geologists, Hydrologists and Soil
Scientists
Geologist
Hydrologist
Soil Scientist
Certificate of Authorization
Hearing and Speech Examining Board
Audiologist
Hearing Instrument Specialist
Speech-Language Pathologist
Marriage and Family Therapy, Professional Counseling, and Social
Work Examining Board
Marriage and Family Therapy
Professional Counselor
Social Worker, Advanced Practice, Independent, Licensed
Clinical, Training Certificate
Medical Examining Board
Dietitian
Occupational Therapist
Occupational Therapy Assistant
Perfusionist
Physical Therapist
Physical Therapist Assistant
Physician
Physician Assistant
Podiatrist
Respiratory Care Practitioner

Board of Nursing
Advanced Practice Nurse Presciber
Licensed Practical Nurse
Registered Nurse
Nursing Home Administrator Examining Board
Nursing Home Administrator
Optometry Examining Board
Optometrist
Pharmacy Examining Board
Pharmacist
Pharmacy (In State)
Pharmacy (Out of State)
Wholesale Distributor of Prescription Drugs
Physical Therapy Examining Board
Physical Therapist
Physical Therapist Assistant
Psychology Examining Board
Private Practice School Psychologist
Psychologist
Radiography Examining Board
Radiographer
Limited X-Ray Machine Operator
Real Estate Appraisers Board
Real Estate Appraisers
Real Estate Examining Board
Real Estate Apprentice
Real Estate Broker
Real Estate Business Entity
Real Estate Salesperson
Time-Share Salesperson
Veterinary Examining Board
Veterinarian
Veterinary Technician
Statutory Authority of Attached Affiliated Credentialing Boards
Athletic Trainers Affiliated Credentialing Board
Dietitians Affiliated Credentialing Board
Massage Therapy and Bodywork Therapy Affiliated Credentialing
Board
Occupational Therapists Affiliated Credentialing Board
Podiatry Affiliated Credentialing Board

15.405 (7g)

Ch. 441

15.405 (7m)

Ch. 456

15.405 (8)

Ch. 449

15.405 (9)

Ch. 450

15.405 (7r)

Ch. 448, Subch. III

15.405 (10m)

Ch. 455

15.405 (7e)

Ch. 462

15.405 (10r)

Ch. 458

15.405 (11m)

Ch. 452

15.405 (12)

Ch. 453

15.406 (4)
15.406 (2)

Ch. 448, Subch. VI

Ch. 448, Subch. V

15.406 (6)

Ch. 460

15.406 (5)
15.406 (3)

Ch. 448, Subch. VII

Ch. 448 , Subch. IV

Statutory Authority of Councils

Council on Anesthesiologist Assistants
Crematory Authority Council
Automatic Fire Sprinkler System Contractors and Journeymen
Council
Contractor Certification Council
Conveyance Safety Code Council
Dwelling Code Council
Manufactured Housing Code Council
Multifamily Dwelling Code Council
Board of Nursing Examining Council
Pharmacist Advisory Council
Plumbers Council
Council on Physician Assistants
Council on Real Estate Curriculum and Examinations
Respiratory Care Practitioners Examining Council
Sign Language Interpreter Council

15.407 (7)
15.407 (8)

448.23

15.407 (17)

145.17

15.407 (11)
15.407 (14)
15.407 (10)
15.407 (13)
15.407 (12)
15.407 (3)
15.407 (6)
15.407 (16)
15.407 (2)
15.407 (5)
15.407 (1m)
15.407 (9)

101.625
101.986
101.72
101.933
101.972
441.05, 441.10 (2)
450.025
145.02 (4) (a)
448.2
452.05, 452.06
440.032

Member Guidebook Section 4

DIVISION OF POLICY
DEVELOPMENT
STAFF ROLES AND
RESPONSIBILITIES

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 rulewriting 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.

Member Guidebook Section 5

DUTIES OF THE CHAIR

Responsibilities of the Board Chair

Guard the boards 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 boards
business. You can refuse to entertain such motions. Never adopt such a course,
however, merely to expedite business.

Member Guidebook Section 6

GENERAL GUIDE TO
BOARD PROCEDURES

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

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 boards credentialing liaison.

Procedures Related to Education and Examinations

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.

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 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 Respondents 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 is

reviewed by the board. The Board then decides whether to accept
the proposed decision or reject it and issue a variance.

The Boards 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 Respondents compliance with the Order.

Member Guidebook Section 7

TIMELINE OF A MEETING

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 Departments 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 the
Departments website.

Member Guidebook Section 8

EXPENSES AND TRAVEL

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
o
o
o
o

Lodging Accommodations
Per Diem Guidelines
Travel and Meal Guidelines
Out of State Travel Guidelines
Travel Forms

LODGING ACCOMMODATIONS
Lodging the night before a board meeting will be reimbursed provided the board
member would have to leave home before 6:00 a.m. in order to be at the meeting site
by the set meeting time.
Hotel arrangements for board meetings are scheduled by the department for all board
meetings 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 not
funded by the Department) but only after receiving authorization from their respective
board. 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 cancel
and/or change any room reservations.
Contracted Hotel Contact Information:
Cambria Suites
5045 Eastpark Blvd
Madison, WI 53718
Phone: 608-241-7070
Web: https://www.choicehotels.com/wisconsin/madison/cambria-hotels/wi143?source=gglocaloz

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 in
statute.
Any board, council or committee member whose appointment has been confirmed by the
Senate or who has been nominated to fill a vacant position is eligible to receive travel
expenses for each day on which he or she has actually and necessarily engaged in the
performance of board duties. If you are employed by the State of Wisconsin these
requirements 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 secretary
is required for per diem payments for more than one board-authorized representative
at a public hearing.
Represents the board at a meeting of a governmental body or other organization
where attendance is necessary to the performance of the boards 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 exact
times 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 is
no event business conducted.
Attendance at professional association meetings, conferences, seminars, exam
administrator or test development, if there has not been prior
board authorization and approval of the Secretarys office.

TRAVEL & MEAL GUIDELINES

Employees and board members in travel status are expected to use good judgment when
incurring travel costs. Only expenses incurred while conducting official State business will
be 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 Travel
Breakfast
$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 verifying
eligibility for meal claims. Time guidelines are relevant to
actual 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

Hotel Gratuities

One personal call home is reimbursable up to $5 for each night in travel

status.
Gratuities to hotel employees are reimbursable up to $2 on dates of departure
and 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 claim

should 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)

 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

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 will
work 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 defined
as coach fare, which provides for not more than a 2-hour window from the travelers
preferred departure or arrival time and may require one plane transfer.

Board members may be approved for Department funded out-of-state travel once the
Board has approved the travel, the travel request paperwork has been completed and
then 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 basis
for filing a per diem claim. Board members must submit a report with the per diem
claim showing that she or he provided substantial official services as authorized by the
board 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, such
as frequent flier points or credit vouchers, acquired while traveling on state
funded 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 meeting
following the travel.

Department of Safety and Professional Services

PER DIEM REPORT

INSTRUCTIONS: Claimant records board-related activities by entering the date of an activity, the duration of time spent in that
activity, 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 or
screening 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 of
disciplinary 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

BOARD OR COUNCIL MEMBERS NAME

SAMPLE EXAMINING BOARD

MARY SUNSHINE

Activity
Date

Duration of
Activity

Purpose
Code

MM/DD/YY

Hours/Minutes

A or B

1/2/16
1/4/16
1/10/16
1/12/16
1/28/16

2 hrs
2 hr / 30 mins
1 hr
1 hr / 30 mins
6 hrs

B
B
A
B
A

Where Performed

Activity

City/Location
(Home, Work, DSPS)

Describe Activity Performed

(see purpose codes)

Pleasant Prairie/Home
Pleasant Prairie/Home
Pleasant Prairie/Home
Pleasant Prairie/Home
Madison/DSPS

Review of screening panel materials

Review of screening panel materials
Screening Panel Meeting - Teleconference
Case consultation
Board Member Training

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

B codes and then divide by five (5) to figure
out 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.
CLAIMANTS CERTIFICATION

Comments:

The undersigned certifies, in accordance with 16.53, Wis.

Stats., that this account for per diem, is just and correct; and that
this claim is for service necessarily incurred in the performance of
duties required by the State, as authorized by law.

Mary Sunshine
Claimants Signature

Emp ID: 123456789 1

To be completed by Department staff:

#11 (Rev. 02/14)

2/1/2016
Date

Supervisor

TOTAL DAYS CLAIMED:

Date

@ $25.00 =

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

EMP ID 987654321
Z
Address 2424 Happy Road
City
Pleasant Prairie
State

DSPS - Board Name

Sunshine

Department/ Division

State Officer/Employee NameMary

Mo/Yr

From/To:
ORG

SUB

FY

FUND

AGENCY

CODE

ORG

2014

100

165

1301

WI

Zip-Code
BALANCE

APPROPRIATION

ACTIVITY

121

OBJECT

SUB-OBJ

2165

02

SHEET ACCT

53158

Permanent

Project

LTE

__

__

__

Headquarters or Home Station

REPORTING

PROJECT

CATEGORY

NUMBER

AMOUNT
DEBIT

CREDIT

TOTALS
Official Business
Date

Use

Purpose of Trip

Board Meeting

separate
lines for

You must identify

each leg

the purpose of

of your

your trip.

Travel Points
From

Personal
Vehicle

HDQS-TIME
To

Depart

Return

Morning

Noon

Evening

P-card

$8.00

$10.00

$20.00

Madison

Times must be

Miles

Madison

Home base

reported if meals

must be

trip.

Other Allowable Expenses

Lodging

Home base

are claimed

Meals, including tips

Miles

Item

Amount

Maximum in-state amounts

split.

Enter

Cannot

"P-card"

place

when hotel

or
$10.00

$15.00

by DSPS

Maximum out-of-state amounts

one line.

Must leave

Must leave

Must return

home

home

home after

before

before

7:00 p.m.

6:00 a.m.

10:30 a.m.

Taxable

Non-Taxable

Report

Report

meal cost

meal cost

here if there here if there

is NO
IS an

$25.00

roundtrip is provided
total on

Total Allowable Expenses

overnight

overnight

stay.

stay.

and return
home after

LEGEND:

Staff can fill in these areas.

Board Member MUST fill in these areas

*Item billed directly to the state agency

2:30 p.m.

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

Net Amount Due

expenses necessarily incurred by me personally in the performance of official duties and no portion
was previously reimbursed to me by the State or any other source.

I certify that all expenses on this voucher conform to statutory, departmental or applicable 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.

Member Guidebook Section 9

RULE PROMULGATION
FLOWCHART

PERMANENT RULE PROMULGATION