Policy: Fee Approval Process
University Policy: Financial Administration
Policy: Fee Approval Process
Author: Financial Services
Issue Date: November 12, 2015
Revised Date: January 25, 2017; June 28, 2019; September 12, 2022
PURPOSE:
The purpose of the policy is to provide guidelines for establishing university rate/fee
schedules for goods and/or services rendered, especially goods and services offered in a
recurring manner. This policy also provides guidelines for review and approval of those
schedules.
BACKGROUND:
The policy is concerned with rate/fee schedules that provide the university and its subunits with funding through the following sources:
• Auxiliary and segregated fee operations
• Sales and service charges
• Institutional service chargeback to other campus accounts
This policy excludes consideration of the following topics:
• The establishment of student tuition rates
• Facilities and administrative costs (indirect costs) for extramurally funded projects
• Non-recurring projects conducted via a contract-for-services basis with extramural
sponsors
• Special Course Fees – These fees must be processed through the Special Course Fee
Application Form. Additional information on the form may be found at the Cashier's Office Sharepoint page for Special Course Fees.
The following UW System Administrative Policies and UW-Platteville policies impact
this policy:
DEFINITIONS:
Auxiliary Operations: Auxiliary operations are self-supporting programs that provide
services directly or indirectly to students, faculty, or staff and charge fees related to the
cost of services. These services typically include food services, student housing, and
college stores. UW-Platteville has a designated group of auxiliary activities, all classified
as Program Code 8.
Segregated Fee Operations: Segregated fees are charges, in addition to instructional
fees, assessed to all students for student services, activities, programs, and facilities that
support the university’s mission. Segregated fees are charged to support such things as
student health/counseling, intercollegiate athletics, the recreation complex, the student
union, student activities, and municipal services. Segregated fee operations are accounted
for in the 128 appropriation, Student Services Program Code 0.
GPR/Fee-Funded Activities: Generally GPR/Fee accounts do not charge for goods
and/or services. Examples of GPR/fee appropriations are 102, 104, and 105. If charging
back for services is appropriate (for example, Physical Plant chargebacks), the activity is
included in the budget development and allocation process.
Revenue Producing Activities: These accounts include auxiliary operations, segregated
fee operations, and all of the other charging activities not identified in the other
definitions. An example of program revenue appropriations is Fund 136.
POLICY:
Prior to offering or charging for services or products, the rates for GPR/fee-funded
activities, auxiliary operations activities, segregated fee activities, and program revenue
activities must be developed and approved by the chancellor, or designee, according to
the guidelines for implementation.
PROCEDURE:
Follow the Revenue Producing Activities Policy for the establishment of a new activity.
For existing activities, any fee changes will be approved through the budget process. On
the five year budget model worksheet, please list all current fees as well as proposed rates
for the next 5 years. Please indicate if the rate affects student billing. All proposed
rate/fee schedules will be reviewed and approved for technical accuracy by the Budget
Office. The Budget Office will present the entire budget, including fee schedules, to the
Chancellor for final approval by March 15th of each year.