Office of Procedures, Records, and Forms
Business Policies and Procedures Manual
FORMS INDEX
04.01
Revised 6-22
For more information contact:
Procedures, Records, and Forms
509-335-2005
Manual Section Reference | Title / Primary Purpose | Formats Available |
---|---|---|
85.33 | Administrative Information Systems Access Request (View Only) (WSU1350) 1-22 To authorize, remove, or change an employee’s view only access to AIS application(s). | |
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 Outside Compensation for Faculty (WSU1329) Rev. 01-22 Used to report faculty outside professional activity. | |
60.55 | Annual Review: Administrative Professional Employees (WSU1389) Rev. 7-16 Documents current administrative professional employee performance. | PDF FileMaker |
60.11 60.17 | 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. | |
45.53 70.44 | 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 FileMaker |
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 FileMaker |
80.10 | Faculty Textbook Order Sheet Used by faculty to order student textbooks and supplies. | Paper: Bookstore |
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. 12-21 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. | PDF FileMaker |
20.50 | Inventory Control Report (WSU1033) Rev. 4-03 To report changes in the department's equipment inventory. | PDF FileMaker |
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. | PDF FileMaker |
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. 1-22 To request, change, or terminate user IDs for network, e-mail, and view only AIS applications. | |
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. 11-21 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 FileMaker |
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 |
45.53 70.44 | 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), or 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. | PDF FileMaker |
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. | Excel |
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. | PDF FileMaker |
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. | myFacilities website |
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 | Funds Transfer Authorization (WSU1433) Rev. 6-22 To request funds transfers of Payment Services 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. | PDF FileMaker |
2.24 2.26 | 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 Rev. 1-21 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. | |
80.56 | Facilities Services Equipment Review (WSU1514) New 1-22 To identify utility requirements associated with new equipment. | |
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 |