Chapter 13: Non-mandatory Fees

13.1 Purpose

UT System Regents’ Rule 40401, Section 3, Delegation of Approval of Certain Fees and Charges, delegates the authority to presidents to assess and collect certain non-mandatory fees and other charges, including course and lab fees, upon a finding by the president that such fees and charges comply with statutory requirements, including limitations on the amounts of such charges. Approval authority for non-mandatory fees and charges is further conditioned on prior review and approval by the Executive Vice Chancellor for Academic Affairs. In accordance with the above guidance, this policy provides procedures for proposal and approval of non-mandatory fees and charges.

13.2 Procedure for Proposal and Approval of Non-mandatory Fees

1. UTEP may administer the process for proposal and approval of non-mandatory fees upon receipt of a memorandum or request from the UT System Vice Chancellor for Academic Affairs or his/her designee.
2. The Vice President for Student Affairs (VPSA) shall notify all academic and non-academic departments, including Deans, VPs, CAOs, Directors, and Department Chairs, that the process has commenced.
3. The notifications shall include the deadline for submittal of proposals to VPSA.
4. The VPSA will select members for the Incidental Fee Committee – to be comprised of ten members as follows:

1. Five students, three Undergraduate and two Graduate where the VPSA has verified enrollment of 6 Semester Credit Hours (voting)
2. Two faculty members (voting)
3. Two staff members (non-voting)
4. Senior Associate Vice President and Chief Financial Officer (non-voting)

5. The VPSA shall provide the Vice President for Enrollment Management and/or Director of Student Business Services with access to the proposals for their analysis of the accuracy and appropriateness of each proposal.
6. The VPSA shall then convene the Incidental Fee Committee.
7. At the first meeting of the Incidental Fee Committee, the VPSA shall provide the history of the fees, an audit report of unused fee balances (if necessary), any comments from the Student Body, and explain the evaluation and approval process.
8. Within a reasonable time, the VPSA shall convene the Incidental Fee Committee for a second meeting to finalize recommendations, if necessary.
9. After finalizing recommendations, the Incidental Fee Committee shall provide the VPSA with a summary of the proposals and its recommendations. The VPSA shall consult with the President for final decision on the proposals.
10. The VPSA shall then prepare a letter to UT System with the proposals attached, using the official UT System template.
11. Once approved, the VPSA shall provide a copy of the approval letter and summary to the Provost, Director of Student Business Services, and Vice President for Enrollment Management.
12. The VPSA shall then prepare and distribute notification to departments/programs.

13.3 Definitions

Non-mandatory fee: For purposes of this policy, a fee which is not charged to all students upon enrollment. The following fees are conditioned on prior review and approval by the Executive Vice Chancellor for Academic Affairs, and listed in Regents' Rule 40401, Section 3:

1. Fees for Vehicle Registration, and Fees and Other Charges associated with parking, as authorized by Texas Education Code Sections 51.202(a) and 54.505
2. Matriculation Fee, as authorized by Texas Education Code Section 54.006(a-1)
3. Fees Associated with the Option to Pay Tuition by Installment, as authorized by Texas Education Code Section 54.007(c)
4. Supplemental Fees for coaching or individual instruction, as authorized by Texas Education Code Section 54.051(I)
5. Laboratory Fees, as authorized by Texas Education Code Section 54.501(a)
6. Incidental Fees, as authorized by Texas Education Code Section 54.504 including, but not limited to, course fees
7. Charges and Fees for Certain Payments, related to electronic funds transfer or credit card payment, as authorized by Texas Education Code Section 54.5011
8. Fees and Other Charges for rentals, rates, and charges for certain occupancy, services, use and availability of facilities or services including, but not limited to, student housing room and board rates as authorized by Texas Education Code Section 55.16

Approval authority for the following non-mandatory fees is delegated directly to the presidents:

Continuing Education or Self-Supporting Course Fees, as authorized by Texas Education Code Section 54.545.

1. Elective non-academic charges for goods or services that are not typically required at any point over the course of a student’s enrollment at an institution. Examples of such charges include those for theatre or sporting event tickets, health center goods and services, or elective recreational activities such as intramural sports or personal training.

13.4 References

Regents' Rules and Regulations, Rule 40401: Assessment, Collection, Delegation, and Waiver of Tuition, Fees, and Charges

13.5 Dates Approved or Updated

December 18, 2025

13.6 Contact Information