Office of Procedures, Records, and Forms Business Policies and Procedures Manual

PURCHASING
70.03
Revised 1-21

For more information contact:
   Purchasing Services
   509-335-3541

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Allowable Purchases (By Program)

Responsibility

The department chair (or equivalent administrator) is responsible for ensuring that all expenditures incurred by accounts under their authority are for appropriate and legitimate purchases.

Evaluation

When evaluating the appropriateness and allowability of a given purchase:

  • Review pertinent WSU procedures, e.g., travel (BPPM Chapter 95), purchasing (Chapter 70).
      
  • Make sure that the purchase is allowable within program (see Table 1A and Table 1B below). 
      
  • For purchases in function FN017, review the sponsor’s restrictions. If necessary, contact Sponsored Programs Services; telephone 509-335-2058.
Table 1A
FUNCTIONALLOWABLE PURCHASESNONALLOWABLE PURCHASES
NUMBERDESCRIPTIONDEFINITIONEXAMPLESDEFINITIONEXAMPLES* **
FN040
FN041 FN042
FN043
FN044
Administration and
General Expense
Goods and services which are necessary for completion of official University duties.



Special licenses, documents, etc. which are required to complete WSU job assignments, IF the employee did not receive notification of the need for such documents prior to hiring.
Job-related supplies, services and equipment. Special protective clothing, uniforms, travel and relocation costs.



Special driver's licenses, passports, ID cards.
Any purchase items which are not used for official WSU business.



Transactions which result in economic benefit to a state employee. (BPPM 10.21, 70.15) Purchase of items for an employee's personal use.
Grocery items, flowers, coffee makers, alcoholic beverages, medication (unless approved for first aid kits in accordance with SPPM 2.42), clothing, office decorations, holiday decorations.
FN032
FN034
FN067
Student Services
FN046
FN048
FN049
FN051
Plant Operation and Maintenance
FN030
FN031
Libraries
FN001
FN003
FN009
FN074
Instruction and Departmental Research
FN024Ancillary Support Services
FN025Academic Administration
FN005
FN006
FN007
FN018
FN019
Extension and Public Service
FN013
FN014
FN015
FN025
Separately Budgeted Research (state-appropriated funds)
* This listing is not meant to be exhaustive.
** Specific listed items could be legitimate purchases in certain unusual situations. Contact Purchasing Services for clarification in such cases.

 

Table 1B
PROGRAM NUMBERALLOWABLE PURCHASESNONALLOWABLE PURCHASES
NUMBERDESCRIPTIONDEFINITIONEXAMPLESDEFINITIONEXAMPLES* **
FN017Federally Sponsored (research)Same as functions in Table 1-A unless a sponsor's agreement or regulations indicate special allowances.Direct specific questions to Sponsored Programs Services, telephone 509-335-2058.Same as functions in Table 1-Aunless a sponsor's regulations or agreement indicates special restrictions.General purpose equipment (e.g., office equipment, motor vehicles) or direct charges for administrative or clerical support unless provided for by prior agreement with the sponsor. (OMB Circular A-21).
FN017Federally Sponsored (other sponsored activities)
FN017Nonfederally Sponsored (research)
FN017Nonfederally Sponsored (other sponsored activities)
FN061
FN065
FN078
Other EnterprisesSame as functions in Table 1-A
FN060
FN062
Associated StudentsMust be in conformance with the organization's expenditure plan as approved by the Services and Activities Fee Committee.Purchases which do not conform to the organization's expenditure plan as approved by the S&A Fee Committee.
FN057Scholarships/Fellowships, Development FundsMust be in conformance with stated desires of donor and the Establishment of Fund form. Purchases which conflict with donor's stated desires.
FN068Agency Accounts (non-WSU)Must be in conformance with the organization's objectives and/or mission. Purchases which conflict with the organization's objectives and/or mission.
FN073Service FundsSame as functions in Table 1-A
FN066Computing ServicesSame as functions in Table 1-A
VariousCapital FundsSame as functions in Table 1-A
* This listing is not meant to be exhaustive.
** Specific listed items could be legitimate purchases in certain unusual situations. Contact Purchasing Services for clarification in such cases.