Andy Gordon - Controller's Office.  Interim purchasing requirements for purchasing vehicles, i.e. alternative fuel requirements and 15-passenger vans. Andy discussed  two state regulations, one federal regulation, and one federal safety advisory,  as well as who has authority and who's affected.
HB 3125  -   There had been a vehicle moratorium in order to study fleets.  Each state agency has to form an office for fleet management.  At UT, this will be formed  with Pat Clubb and Ernest Hunter.  The timeline for implementation is still unknown.  Fleet Management questions need to go to Ernest Hunter. SB 200 (1995) created alternative fuel requirements for state fleets.  There is an opportunity to apply for a series of exemptions, with the most common exception for  costs, i.e. that it will cost more for alternative fuel over the life of the vehicle than with conventional fuel.  The Controller's office will handle the paperwork needed for the exemptions.  The Energy Policy Act of 1992 requires state agencies to phase in alternative fuel vehicles.  By this year, 75% of all new Light Duty Vehicles have to be capable of using an alternative fuel.  The NHTSB issued a warning concerning 15-passenger vans.  See handouts for specifics and web sites. Danny Fletcher will approve purchases on an interim basis until the Fleet Management Office is up and running.  Most purchase should be made on institutional funds.  Using 14- and 20-accounts subjects the purchaser to different requirements.  Contact Danny Fletcher with questions about  funds available and what qualifies. The major impact is on the Physical Plant.  New purchases must comply with alternative fuel requirements.  In 1997, only 10% of fleet had to be alternative fuel capable.  Starting now, any Light Duty Vehicle not used for law enforcement or held for research must be alternative fuel capable.  Contact Ernest Hunter for guidance. Because of safety concerns, Fletcher will not approve any more 15 passanger vans, because they're used almost exclusively to transport students, which presents UT with a huge liability.  With the reorganization, people with safety expertise will be making these decisions instead of those currently in the office, who are essentially accountants. All Donated Vehicles must be coordinated with the Development Office.  Please contact Pam Curativo (475-9655) if you have questions.  These vehicles are also subject to the above requirements. Andy can be reached at: a.gordon@mail.utexas.edu
Q:  Do all requirements apply to on-road or all vehicles?
A: These requirements apply to all vehicles that are legally able to be driven on the street.  Non-street legal vehicles are currently exempt from these requirements.

Q:  What about rented 15-passenger vans
A: We are currently discouraging this.  Right now, Office of the Controller is not approving to rent. There's been a meeting about this and alternatives are under study.

Q: Any effort to have propane available from Physical Plant?
A: There used to be a fueling station, but it's closed now because it was a terrorist threat as it was downtown.  That is  also under study.

Q: PRC has its own gas station, but it doesn't have propane.
A: That's a question for Fleet Management Office.  Under Pat Clubb's jurisdiction, PRC would come under these regulations.
 

Diana Lockhart - Accounts Receivable.  Staff Education Benefits, Summer registrations, My Tuition Bill
The handout has dates of summer and late registration.  Diana noted phone numbers for Char Dison and Annelle, but call them only for questions about dates.  Call 5-7771, option 5, for people who can help with all other questions.  Because checks are still being processed, zap audits won't be run until Thursday.  There is still time to check on problem students using My Tuition Bill.  This site has some new features.  Everyone with authorization for mainframe screen has access to web-based screens.  New employees need to get authorization for both.  Call her office for help with authorization. Resident tuition entitlement forms are also now available for printing from the web.   There are separate forms for summer and fall, as fall is a new academic year.  The fall form can cover next spring, but not from summer 01 to fall 01 .
The staff education benefit is handled by her office.  New this fall:  what had previously been a paper application is on the web, too.  Those who will take a class must apply through the web site and must go back to this site to note add/drops.  There are no summer benefits.  Starting in the fall, the fee bill will reflect the benefit and there could be no out-of-pocket expense.  Refunds are sent to staff after 12th class day, along with refunds sent to students.  Please keep "student" addresses up-to-date as their office must use these addresses for all transactions.  Graduate hours have tax obligations.  Look for that  bill  in the mail.
Tuition assistance is $500 and comes as a payroll document.  Departments may pay more or all of the tuition for a student.  Diana doesn't have a lot of information on this.

Janice Bradley closed the meeting, and called for suggestions for speakers, presenters and topics.