For more information contact:
Procedures, Records, and Forms
|Title / Primary Purpose||Formats Available|
|95.05||Guarantee for Advance of Funds to Nonemployee Student (WSU1499) New 1-21|
To request an exception to the travel advance policy to advance funds to a nonemployee student.
|60.21||Accommodation Request for Disability or Serious Medical Condition (WSU1453) Rev. 4-09|
To request reasonable accommodation for an employee or individual with disabilities or a serious medical condition.
|60.44||Annual Report of Consultant and Extended Professional Activities (WSU1329) Rev. 10-00|
Used to report faculty outside professional activity.
|60.55||Annual Review: Administrative Professional Employees (WSU1389) Rev. 7-16|
Documents current administrative professional employee performance.
|Applicant Self-Identification (WSU1296) Rev. 11-96|
To indicate minority status of job applicants.
|Online Position Description and Recruitment System (OPDRS) website|
|60.38||Area Evaluation/Release (WSU1449) Rev. 4-06|
To certify that an area has been decontaminated, that hazardous materials have been removed, and that the area is ready for release to Facilities Services, Operations or new occupants.
|30.70||Auction Bid Gift Transmittal (WSU1444) Rev. 1-21|
Accompanies multiple gifts received by WSU units at auction fundraising events and routed to WSU Foundation—Gift Accounting.
|30.70||Auction Item Gift Transmittal (WSU1445) Rev. 1-21|
Accompanies multiple noncash gifts received by WSU units at auction fundraising events and routed to WSU Foundation—Gift Accounting.
|45.75||Authorized User Questionnaire (WSU1490) Rev. 12-13|
Required to screen applicants requesting authorized user access to controlled substances.
|30.65||Bank Account Request (WSU1291) Rev. 6-09|
To request authorization to establish a commercial bank account.
|85.48||Business Objects Data Warehouse Access Request (WSU1476) Rev. 01-21|
To obtain approval for specified departmental personnel to access the business objects student and financial data warehouses.
|95.45||Certification of Exception to Fly America Act (WSU1501) Rev. 1-21|
To request approval for an exception to the Fly America Act.
|5.66||Chemical Collection Request|
For proper disposal or recycling of chemical substances.
|WSU Environmental Health and Safety website|
|45.75||Controlled Substance Inventory Record (WSU1491) Rev. 12-13|
Used to document the inventory of controlled substances on hand at a registered location.
|80.05||Copy Center Work Order (WSU1091)|
Also called the Fast Copy Order. Request for service when a blanket IRI is on file.
|Paper: University Publications & Printing|
|70.40||Cost/Benefit Analysis (WSU1483) Rev. 7-19|
Used to compare the cost of purchasing a vehicle versus long-term lease of a vehicle through the Motor Pool.
|30.70||Gift Records Cover Sheet (WSU1500) New 1-21|
Accompanies each envelope containing gift deposits from WSU units, which are dropped off at any of the University courier service locations to be delivered to WSU Foundation—Gift Accounting.
|30.55||Credit Card Refund Voucher (WSU1381) Rev. 10-99|
To refund purchases paid by credit card.
|60.30||Cyclic Year Memorandum (WSU1320) Rev. 12-20|
To notify employees of cyclic year.
|30.59||Daily Reconciliation Sheet (WSU1398) Rev. 4-16|
To compare and balance the register receipts and adjustments against the money on hand at the end of the day.
|60.74||Departure Checklist (WSU1464) Rev. 12-20|
To document the completion of required personnel, payroll, computing, financial, facility, property, safety, and research-related procedures when an individual resigns, retires, or is separated from the University.
|60.38||Departure Notice (WSU1448) Rev. 1-21|
To notify the Radiation Safety Office and Environmental Health Services of an impending departure of a user of hazardous chemicals or materials.
|Distribution Log for Payments of Cash, Gift Cards and Other Cash Equivalents, and Tangible Property (WSU1496) Rev. 8-20|
To maintain a log of incentive payments made to research participants.
|30.70||Drop-Off Receipts (WSU1465) Rev. 5-10|
To provide WSU unit representatives with documentation of receipt of gift deposit envelopes by courier service drop-off site representatives.
|90.50||E-Signature Use Exception Request (WSU1504) New 10-19|
To request exceptions to University e-signature use restrictions.
|60.55||Employee Performance Evaluation (WSU1451) Rev. 7-06|
Documents current civil service employee performance.
|Human Resource Services website
|60.04||Employment Eligibility Verification USCIS Form, I-9 |
Employee identifies them self and establishes eligibility for U.S. employment.
|Human Resource Services website|
|60.19||Employment Record Request (WSU1238) Rev. 8-05|
To request employment records from former state employees.
|90.15||Essential Records Schedule (WSU1457) Rev. 10-05|
Used to maintain a list of departmental essential records and applicable protection instructions.
|30.75||Establishment of Fund |
To establish a gift account fund.
|Paper: College development officer|
|30.25||Expenditure Transfer Request (WSU1048) Rev. 12-06|
To transfer identifiable direct charges between funding sources.
|Paper: US Item #49882
|80.10||Faculty Textbook Order Sheet |
Used by faculty to order student textbooks and supplies.
|3.34||Fall Protection Work Plan Rev. 10-92|
To document actions taken to prevent falls. Required when working ten feet or more above the level below.
|20.78||Federal Excess Property Request (WSU1303) Rev. 2-08|
To request federal excess property.
|10.26||Federal Lobbying Activity Quarterly Report (WSU1366) Rev. 8-06|
To report federal lobbying efforts.
|Government Relations website|
|95.37||Fuel Card Application (WSU1480) Rev. 1-21|
To request approval for a University fuel credit card used to purchase fuel, emergency roadside assistance, and routine maintenance services (if approved) for University-owned vehicles and equipment.
|95.37||Fuel Card Change Request (WSU1486) Rev. 1-21|
To request changes to fuel credit card accounts.
|95.37||Fuel Card Custodian Agreement (WSU1479) Rev. 1-21|
To document employee agreement to the terms of the WSU Fuel Card program and acknowledgment of fuel card custodian responsibilities.
|30.70||Gift Accounting Log Sheet (WSU1467) Rev. 7-13|
To document drop-off of gift deposit envelopes at courier service sites.
|30.70||Gift Electronic Funds Transfer Authorization (WSU1450) Rev. 1-21|
To authorize an electronic funds transfer directly from a donor's bank to WSU Foundation.
|30.72||Gift In Place Review Sheet (WSU1493) Rev. 12-13|
To authorize acceptance of a gift of a completed facility, designed and constructed by a donor for the University.
|30.70||Gift Payroll Deduction (WSU1447) Rev. 1-21|
To authorize a one-time or ongoing gift deduction to WSU Foundation—Gift Accounting.
|30.70||Gift Transmittal and Acknowledgment (WSU1218) Rev. 1-21|
Accompanies gifts routed from WSU units to Advancement Services.
|30.70||Golf Tournament Gift Transmittal (WSU1443) Rev. 1-21|
Accompanies multiple gifts received by WSU units at golf tournament fundraising events and routed to WSU Foundation— Gift Accounting.
|2.52||Hazard Notification (WSU1247) Rev. 1-09|
To report safety hazards or unsafe practices.
|60.21||Health Care Provider Statement for Reasonable Accommodation Requests (WSU1455) Rev. 4-09|
To request written documentation from a health care provider of evaluation and recommendations for an individual requesting reasonable accommodation.
|2.24||Incident Report (WSU1131) Rev. 1-08|
To report accidental injury or work-related illness involving WSU employee or third party; may also be used for property damage.
|Human Resource Services website|
|85.34||Information Technology Computing Invoice and Usage Report |
Notifies computer users of costs, allocations, and usage of each service.
|Paper: Information Technology|
|70.05||Interdepartmental Requisition and Invoice (IRI) (WSU1017) Rev. 1-21|
To requisition goods and services from WSU supplier departments. To set up blanket requisitions with WSU supplier departments.
|20.50||Inventory Control Report (WSU1033) Rev. 4-03|
To report changes in the department's equipment inventory.
|20.77||Item Evaluation (WSU1439) Rev. 12-07|
To submit laboratory, medical, or shop/ industrial items to Surplus Stores.
|85.42||ITS Online Customer Billing Statement|
Summarizes telecommunications charges to a budget/project, grouped by type of service.
|Information Technology Services website|
|85.42||ITS Online Customer Call Detail Report|
Itemizes telephone tolls and telecommunications services charged to an account.
|Information Technology Services website|
|50.25||Key Assignment Record (WSU1210) Rev. 8-08|
Record of all keys assigned to a single individual.
|50.25||Key Roster (WSU1264) Rev. 5-95|
Record of all key holders in department who have been issued a specific key.
|60.21||Medical Release Statement for Reasonable Accommodation Requests (WSU1454) Rev. 4-09|
To request permission from an individual requesting reasonable accommodation to obtain written documentation from a health care provider.
|30.57||Merchandise Credit Memorandum (WSU1311) Rev. 8-91|
To credit a non-University customer's account.
|Paper: Bursar's Office|
|60.81||Minor Volunteer Consent and Release (WSU1417) Rev. 10-04|
To authorize an individual who is under 18 years of age to perform volunteer work for the University.
|70.08||Missing Document Affidavit (Procurement Card Transactions) (WSU1471) Rev. 1-21|
To provide documentation of a procurement card transaction in lieu of a lost purchase receipt.
|85.45||Cellular Device Authorization and Agreement (WSU1474) Rev. 7-21|
To justify, describe, and authorize University allowances for cellular device equipment and services.
|85.37||Network Services Account Request (WSU1383) Rev. 1-21|
To request, change, or terminate user IDs for network and e-mail.
|30.70||Noncash Gift Transmittal and Acknowledgement (WSU1442) Rev. 1-21|
Accompanies noncash gifts routed from WSU units to WSU Foundation—Gift Accounting
|30.70||Noncash Multiple Gift Transmittal (WSU1446) Rev. 1-21|
Accompanies multiple noncash gifts routed from WSU units to WSU Foundation—Gift Accounting.
|30.30||Nonservice Pay Authorization (WSU1314) Rev. 1-21|
To authorize pay to WSU fellows, trainees, interns or other nonservice positions.
|85.48||OBIEE Data Warehouse Access Request (WSU1497) Rev. 1-21|
To obtain approval for specified departmental personnel to access the OBIEE data warehouse.
|60.02||Organization Chart (WSU1458) Rev. 7-06|
To indicate a position's relationship to other positions in a department for classification or reclassification purposes.
|20.53||Physical Inventory Notification (WSU1386) Rev. 11-99|
To notify Controller's Office of an upcoming physical inventory count of a merchandise or consumable inventory.
|20.53||Physical Inventory Value (WSU1387) Rev. 11-99|
Used to report the value of the physical inventory count of a merchandise or consumable inventory.
|60.02||Position Description (WSU 1360) Rev. 7-06|
Used to describe the job functions of a civil service or administrative professional position for classification or reclassification purposes.
|Online Position Description and Recruitment System (OPDRS) website
|60.02||Position Questionnaire (WSU1440) Rev. 7-06|
Used to describe the job functions of an incumbent seeking position reclassification.
|20.50||Property Inventory Card (WSU1058)|
Computer-generated form provides a record of acquired equipment.
|Paper: Property Inventory, Controller|
|90.05||Public Records Request (WSU1232) Rev. 3-16|
To request approval to view and/or copy WSU records.
|2.46||Public-Access Defibrillator Use Agreement (WSU1477) Rev. 12-09|
To request approval to install and use an automated external defibrillator (AED) in a University location.
|70.08||Procurement Card Change Request (WSU1441) Rev. 1-21|
To request changes regarding a departmental procurement card.
|70.08||Procurement Card Check-Out Log Sheet (WSU1470) Rev. 1-21|
To log the checkout and return of a procurement card temporarily checked out to a designated departmental employee.
|70.08||Procurement Card Temporary Delegation (WSU1469) Rev. 1-21|
Used by a cardholder to temporarily authorize another departmental employee to use a procurement card.
|70.08||Procurement Card Use Exception Request - Contract (WSU1508) New 1-21|
To request an exception to make a contract payment with a procurement card.
|70.08||Procurement Card Use Exception Request - Entertainment (WSU1509) New 1-21|
To request an exception to pay entertainment expenses with a procurement card.
|70.08||Procurement Card Use Exception Request - Gift Cards (WSU1510) New 1-21|
To request an exception to buy gift cards with a procurement card.
|70.08||Procurement Card Use Exception Request - Group Travel or Activity Expense (WSU1511) New 1-21|
To request an exception to pay for group travel or activity expenses with a procurement card.
|70.08||Procurement Card Use Exception Request - Restricted (WSU1512) New 1-21|
To request an exception to use a procurement card for miscellaneous prohibited purchases or payments.
|70.08||Restricted Purchase Template (WSU1513) New 1-21|
Used to document a prohibited purchase that was made prior with a procurement card.
|95.20||Receipt Affidavit (WSU1342) Rev. 1-21|
To submit to the Controller in lieu of a lost, missing, misplaced, or inadequate travel receipt.
|30.52||Receipt Log Sheet |
(WSU1364) Rev. 1-21
To record checks and bankcard transactions in lieu of completing a WSU receipt for each transaction.
|Paper: Bursar's Office|
|Record of Distribution and Request for Taxpayer Number and Certification (WSU1495) Rev. 1-21|
To record research participant's personal identification information.
|90.01||Records Retention Schedule (WSU1301) Rev. 8-94|
Establishes retention periods for University records.
|Paper: Procedures, Records, & Forms|
|55.62||Relocation Compensation Request (WSU1424) Rev. 7-21|
To request a lump sum relocation compensation payment to recruit a new WSU employee.
|60.10||Request for Appointing Authority Delegation (WSU1405) Rev. 2-13|
To request appointing authority delegation for faculty, administrative professional, civil service, or collective bargaining unit appointments.
|40.02||Request for Approval of Application for Extramural Support |
To request approval to submit a proposal to an off-campus funding source.
|Paper: Office of Research Support and Operations (ORSO),
Automated versions from the ORSO website
|50.11||Request for Certificate of Insurance (WSU1400) Rev. 10-18|
To request evidence of insurance coverage for submittal to third parties.
|90.75||Request for Change of Legal Sex Designation (WSU1503) New 8-19|
To request a change of legal sex designation in University records
|90.75||Request for Change of Name (WSU1200) Rev. 8-19|
To request a name change in University records.
|10.15||Request for Individual Defense by the Attorney General |
To initiate a request for legal defense by the Attorney General's Office.
|Paper: WSU Attorney General's Office|
|80.24||Request for Mailing (WSU1208) Rev. 4-95|
To request that mail be sent by specified special services.
|Paper: Mailing Services|
|80.15||Request for Shipment of Merchandise (WSU1212) Rev. 1-21|
To ship merchandise off campus.
|WSU E-Forms System|
|60.58||Request to Donate Shared Leave (WSU1331) Rev. 7-09|
To authorize donation of annual leave, sick leave, or personal holiday hours to another employee as allowed by the shared leave program.
|70.31||Request to Serve Food (WSU1353) Rev. 1-21|
To request permission to pay for food served at a University training session or meeting.
|3.24||Respirator Authorization/ Respirator Fit-Testing and Training Record Rev. 2-00|
To authorize the use of a respirator and provide a record of respirator selection, fit-testing, and training.
|Paper: Environmental Health and Safety|
|90.01||Retention Schedule Review Rev. 7-96|
To certify that departmental records retention schedule has been reviewed, or to request changes to a departmental records retention schedule.
|5.10||Safety Data Sheet (SDS) Request (WSU1391) Rev. 9-17|
To request an SDS for each hazardous chemical in the workplace.
|2.50||Safety Inspection Checklist (WSU1250) Rev. 10-07|
To conduct self-inspection of department/ work area and document findings and corrective actions.
|2.16||Safety Orientation Checklist (WSU1249) Rev. 1-13|
To document review of safety procedures.
|2.12||Safety, Health, and Security Committee Meeting Agenda and Minutes (WSU1248) Rev. 01-19|
To document Level 3 and Level 4 safety committee meetings.
|50.35||Security Camera System Access Request (WSU1507) New 11-20|
To request access to security camera system recorded information.
|30.15||Service Center Application (WSU1272) Rev. 1-21|
To request approval to charge for goods, services and/or use of equipment.
|30.15||Service Center Calculation Worksheet (WSU1459) Rev. 1-21|
To identify, calculate, and document the components of requested service rates.
|30.95||Special Course Fee Request (WSU1224) Rev. 1-21|
To request, amend, or delete a special course fee.
|10.25||State Lobbying Activity Quarterly Report (WSU1334) Rev. 8-06|
To report state lobbying efforts.
|Government Relations website|
|30.45||State of Washington Invoice Voucher (WSU1273) Rev. 2-21|
To seek reimbursement from University accounts.
|95.35||Student Driver Authorization (WSU1188) Rev. 5-01|
To authorize a student driver to drive a state vehicle.
|60.73||Summer Educational Benefit Request (WSU1365) Rev. 4-16|
To authorize WSU employees to take WSU summer session classes.
|2.26||Supervisor's Accident Investigation Report (WSU1246) Rev. 8-97|
To document accident investigation. Used when an accident results in an injury, which involves lost time from work or medical treatment.
|20.76||Surplus Disposal Request Rev. 7-12|
To document the transfer of surplus items to Surplus Stores.
|60.34||Telework Agreement (WSU1420) Rev. 6-21|
Used to establish a formal agreement for a telework arrangement between the University and an employee.
|60.27||Temporary Employee Orientation Checklist (WSU1279) Rev. 12-20|
To orient temporary employees.
|95.21||Travel / Accounts Payable Reimbursement Direct Deposit Authorization (WSU1433) Rev. 6-18|
To request direct bank deposits of travel and accounts payable expense reimbursements.
|95.03||Travel Charge Card Application (WSU1422) Rev. 1-21|
Used to request a University travel charge card.
|60.70||Tuition Waiver Request (WSU1082) Rev. 4-21|
To authorize WSU employees to take WSU classes.
|50.17||Tunnel Entry Hazard Acknowledgment (WSU1487) Rev. 10-12|
To confirm that all affected employees have been informed of potential steam tunnel hazards.
|95.35||Vehicle Request-Justification (WSU1278) Rev. 5-21|
To request a long-term vehicle rental from the motor pool.
|60.81||Volunteer Monthly Report (WSU1418) Rev. 2-21|
To report total volunteer hours at end of month for workers' compensation coverage assessment.
|Witness/Injured Person Statement (WSU1315) Rev. 9-13|
Used to provide a written account of an accident involving University personnel.
|50.31||Workplace Bullying Incident Report (WSU1494) Rev. 9-15|
To report workplace bullying incidents.
|50.30||Workplace Violence Incident Report (WSU1460) Rev. 2-08|
To report workplace violence incidents.
|30.57||WSU Invoice (WSU1310) Rev. 5-15|
To record charge sales to non-University clients.
|Paper: Bursar's Office|
|30.52||WSU Receipt (WSU1054) Rev. 1-21|
To record all external cash sales and all cash collections.
|Paper: Bursar's Office|
|30.52||WSU Receipt Authorization (WSU1370) Rev. 5-09|
To authorize University personnel to obtain WSU Receipts and Receipt Log Sheets from the Bursar's Office.
|30.52||WSU Receipt Inventory Control Sheet |
To provide a record of activity of the WSU Receipts issued to a department.
|30.52||WSU Receipt Request (WSU1371) Rev. 1-21|
To request receipting forms from the Controller's Office.
|20.76||WSU Vancouver Surplus Report Rev. 10-11|
For WSU Vancouver (WSUV) departments to document the transfer of surplus items to WSUV Facilities Operations Surplus.
|WSUV Facilities Operations website|