Business Policies and Procedures Manual

Introduction to BPPM    |    Forms Index    |    Comprehensive Table of Contents

Section Number / Title Issue Date
10.04:  Internal Control 09-97
10.05:  Organizational Directory 12-20
10.07:  Employee Directories 12-20
10.08:  CougarCard 11-18
10.10: Delegation of Contractual Authority 03-10
10.11:  Processing University Contracts 01-21
10.14:  Legal Services 04-19
10.15:  Lawsuits Against WSU Personnel 04-19
10.20:  Improper Governmental Actions (Whistleblower Act) 07-16
10.23:  Promotions and Sponsorships 02-22
10.25:  Reporting State Lobbying Activity 11-12
10.26:  Reporting Federal Lobbying Activity 12-13
10.35:  Internal Rule-Making Procedures 04-14
10.37:  Open Public Meeting Act Requirements 12-19
10.42:  International Memorandums of Understanding and Agreements 05-19
10.43:  Faculty-Led Study Abroad Programs 05-19

Section Number / Title Issue Date
20.35:  Use of University Property 03-12
20.39:  Postings in University Spaces 05-10
20.40:  Renting University Facilities, Equipment, or Services 01-21
20.42:  Exterior Signage–WSU Pullman 09-18
20.43:  Temporary Signage–WSU Pullman 09-13
20.45:  Real Property Management 01-21
20.50:  Property Inventory 01-23
— Form:  Inventory Control Report  |  FileMaker 11-22
20.53:  Merchandise and Consumable Inventories 05-21
— Form:  Physical Inventory Notification 11-99
— Form:  Physical Inventory Value 11-99
20.55:  Fuel Storage Tanks 04-11
20.75:  WSU Pullman Departmental Storage 02-13
20.76:  Surplus Property 01-23
20.77:  Contaminated Surplus Property 12-07
— Form:  Item Evaluation 12-07
— Appendix 1:  Equipment Requiring Item Evaluation 12-07
— Appendix 2: Biohazard Contamination 12-07
— Appendix 3: Chemical Contamination 12-07
— Appendix 4: Radioactive Material Contamination 12-07
— Appendix 5: Hazardous Components Overview 12-07
— Appendix 5A: Asbestos-Containing Materials 12-07
— Appendix 5B: Batteries 12-07
— Appendix 5C: Compressed Gases 12-07
— Appendix 5D: Lasers 12-07
— Appendix 5E: Mercury-Containing Materials 12-07
— Appendix 5F: PCB-Containing Materials 12-07
— Appendix 5G: Radiation Machines and Radiation Sources 12-07
— Appendix 5H: Other Known or Recognized Hazards 12-07
20.78:  Federal Excess Property 01-21
— Form:  Federal Excess Property Request 01-21
20.80:  Sale or Move of Surplus Equipment 11-22

Section Number / Title Issue Date
30.02:  Accounting for WSU Monies 12-87
30.05:  Establishing, Naming, and Terminating WSU Accounts 01-21
30.06:  Tracking Departmental Expenditures 05-23
30.07:  Workday Reports 01-21
30.12:  Internal Audits 10-04
30.14:  External Auditors 08-02
30.15:  Service Centers 01-21
— Form:  Service Center Application 01-21
— Form:  Service Center Calculation Worksheet (Excel) 01-21
30.16:  Administrative Service Charge 01-21
30.21:  Overdrafts 01-21
30.25:  Expenditure Transfers Between Funding Sources 06-18
— Form:  Expenditure Transfer Request  |  FileMaker 12-06
30.30:  Nonservice Pay Authorization 11-21
— Form:  Nonservice Pay Authorization 11-21
30.45:  State of Washington Invoice Voucher 02-21
— Form:  State of Washington Invoice Voucher | FileMaker 02-21
30.50:  Petty Cash Funds 04-05
30.51:  Till Cash Funds 04-05
30.52:  WSU Receipts 01-21
— Form:  WSU Receipt Authorization 05-09
— Form:  WSU Receipt Request 01-21
— Form:  WSU Receipt Inventory Control Sheet 01-21
30.53:  Cash Handling 01.21
— Appendix:  Cash Overages and Shortages 05-11
30.54:  Revenue Categories 03-22
30.55:  Refunds 07-11
30.56:  Accounts Receivable 01-21
30.57:  Student Financial System (myWSU) 01-21
30.58:  Returned Checks–Prevention and Processing 01-21
30.59:  Cash Registers 01-21
— Form:  Daily Reconciliation Sheet 04-16
30.60:  Bankruptcy 04-11
30.61:  Payment Card Data Security Compliance 02-08
30.62:  Credit or Debit Card Acceptance 05-14
30.64:  Identity Theft Prevention Program 12-09
— Appendix:  Red Flag Indicators 12-09
30.65:  Commercial Bank Accounts 06-09
— Form:  Bank Account Request 06-09
30.70:  Gift Transmittal 01-21
— Form: Gift Transmittal and Acknowledgment 12-21
— Form:  Noncash Gift Transmittal and Acknowledgment 01-21
— Form:  Golf Tournament Gift Transmittal 01-21
— Form:  Auction Bid Gift Transmittal 01-21
— Form:  Auction Item Gift Transmittal 01-21
— Form:  Noncash Multiple Gift Transmittal 01-21
— Form:  Gift Payroll Deduction 01-21
— Form:  Gift Electronic Funds Transfer Authorization 01-21
— Form:  Gift Records Cover Sheet 01-21
— Form:  Gift Accounting Log Sheet 07-13
— Form:  Drop-Off Receipts 05-10
30.72:  Gifts In Place 12-13
— Form:  Gift In Place Review Sheet 12-13
30.73:  WSU Pullman Campus Beautification and Recognition Program 04-16
30.74:  Gift-Funded Capital Projects 06-16
30.75:  Gift Accounts 01-21
30.78:  Establishing a Quasi Endowment 11-08
30.82:  Endowed Professorships 09-18
30.90:  Departmental Scholarships and Resources Authorization 01-21
30.95:  Special Course Fees 01-21
— Form:  Special Course Fee Request 01-21
30.96:  Special Course Fees for Computer Laboratories 10-04
30.98:  Direct Deposit of Excess Financial Aid Funds 05-09

Section Number / Title Issue Date
35.10:  Use of Washington State University Name and Trademarks 03-20
35.30:  Duplicating and Using Software 09-03
35.35:  Copyrighting and Marketing Original Material 05-18
35.45:  Recordkeeping and Publication Guidelines for Inventors 05-18
35.50:  Acceptance and Management of Equity in WSU IP-Based Startup Companies 06-23
35.53:  Income Distribution 05-18

Section Number / Title Issue Date
40.01:  Fiscal Responsibilities for Sponsored Projects 01-21
40.02:  Proposal Processing and Development 10-22
40.03:  Expenditure Deadlines for Sponsored Projects 01-21
40.04:  Establishing and Terminating Sponsored Accounts 05-21
40.05:  University DUNS Number 07-06
40.07:  Research or Conference Account Request 01-21
40.09:  Cost Determination Guidelines 01-21
40.12:  Acquiring Equipment Under Federal Agreements 05-21
40.13:  Management of Equipment Acquired Under Federal Agreements 05-21
40.16:  Transferring Research Equipment to Other Institutions 05-21
40.21:  Cash Advances 01-21
40.25:  Facilities and Administrative Indirect Costs 01-21
40.27:  Fixed Price Agreements 01-21
40.33:  Cost Share and Match 01-21
40.37:  Effort Certification 01-21
40.40:  Institutional Base Salary and Salary Cap 05-21

Section Number / Title Issue Date
45.20:  Anti-Kickback 09-10
45.35:  Managing Research Records 02-19
45.42:  Authority of the Attending Veterinarian 09-18
45.45:  Research and Teaching Activities Involving Animals 06-23
45.50:  Research Involving Human Subjects 09-21
45.53:  Incentive Payments to Research Participants 04-21
— Form:  Distribution Log for Payments of Cash, Gift Cards and Other Cash Equivalents, and Tangible Property 08-20
— Form:  Record of Distribution and Request for Taxpayer Number and Certification 01-21
45.65:  Pesticide Policy Overview 07-20
45.67:  Approval to Make Pesticide Recommendations 05-19
45.69:  Use of Registered Pesticides 07-20
45.70:  Experimental Use of Pesticides 05-19
45.75:  Controlled Substances 01-21
— Form:  Authorized User Questionnaire 12-13
— Form:  Controlled Substance Inventory Record 12-13

Section Number / Title Issue Date
50.07:  Equipment Damage or Loss 01-21
50.08:  Bonding WSU Employees for Honesty 11-03
50.11:  Certificate of Insurance 05-23
50.17:  Steam Tunnel Access 06-18
— Form:  Tunnel Entry Hazard Acknowledgment 10-12
50.20: Access to University Facilities 07-18
50.21:  Solicitation 06-04
50.23:  Building Security and Hours 12-21
50.24:  After-Public-Hours Use of University Buildings 12-21
50.25:  Keys to University Rooms and Buildings 08-20
— Form:  Key Assignment Record  |  FileMaker 08-08
— Form:  Key Roster 05-95
50.30:  Workplace Violence 12-19
— Guidelines:  Emergency Action Plan–Hostile Intruder Response 02-08
— Form:  Workplace Violence Incident Report 02-08
50.31:  Bullying Prevention and Reporting 05-17
— Form:  Workplace Bullying Incident Report 09-15
50.35:  Video Security Systems–WSU Pullman 09-23
— Form:  Security Camera System Installation Request 09-23
— Form:  Video Security Camera System Access Request 11-20
50.39:  Emergency Planning and Preparedness 07-15
50.40:  Suspended Operations 05-22
50.41:  WSU Pullman Suspended Operations 05-22
50.42:  WSU Health Sciences Spokane Suspended Operations 05-22
50.43:  WSU Tri-Cities Suspended Operations 05-22
50.44:  WSU Vancouver Suspended Operations 05-22
50.45:  WSU Off-Campus Locations Suspended Operations 05-22
50.46:  WSU Everett Suspended Operations 05-22
50.48:  Lost and Found 05-18

Section Number / Title Issue Date
55.03: Internal Control–Payroll 12-20
55.04: Payroll Documents Schedule 12-20
55.05: Correcting a Social Security Number 02-11
55.10: Withholding Federal and State Income Taxes 08-22
55.49: Payment Upon Separation of Employment 08-22
55.50: Direct Pay Deposit 12-20
55.56: Cash Awards to WSU Employees 12-20
55.62: Relocation Compensation 09-21
— Form: Relocation Compensation Request 07-21
55.70: Cellular Device Allowance Payments 09-21

Section Number / Title Issue Date
60.01:  Determining Pay Status–Employee or Contractor 12-20
60.02:  Classification and Reclassification 03-22
— Form:  Position Description 07-06
— Form:  Position Questionnaire 07-06
— Form:  Organizational Chart 07-06
60.04:  Employment Eligibility Verification–USCIS Form I-9 12-20
60.05:  Employing Non-U.S. Citizens 12-20
60.08:  Preemployment Inquiry Guidelines 12-20
60.10:  Delegation of Appointing Authority 12-20
— Form:  Request for Appointing Authority Delegation 02-13
60.11:  Recruitment and Selection of Faculty Personnel 07-21
60.12:  Administrative Professional Salary Determination and Adjustment 03-22
60.14:  Nepotism 06-10
60.15:   Partner and Spouse Accommodation 01-10
60.16:  Background Checks 07-21
60.17:  Recruitment and Selection of Administrative Professional Personnel 08-23
60.18:  Recruitment and Selection of Classified Positions 07-21
60.19:  Benefit Transfer for Previous State of Washington Employment 12-20
— Form:  Employment Record Request 08-05
60.21:  Reasonable Accommodation 04-09
— Form:  Accommodation Request for Disability or Serious Medical Condition 04-09
— Form:  Medical Release Statement for Reasonable Accommodation Requests 04-09
— Form:  Health Care Provider Statement for Reasonable Accommodation Requests 04-09
60.23:  Project Employment–Civil Service 12-20
60.26:  Temporary Employment Program 12-20
60.27:  Temporary Employment Processing 12-20
— Form:  Temporary Employee Orientation Checklist 12-20
60.28:  Hazardous Conditions Pay 12-20
60.29:  Establishing Salary Step, Periodic Increment Date, and Probation or Trial Service for Civil Service Employees 12-20
60.30:  Cyclic-Year Positions for Classified Employees 08-23
— Form:  Cyclic-Year Memorandum 08-23
60.31:  Probationary and Trial Service Periods for Civil Service Employees 06-09
60.33:  Employee Requests for Temporary Schedule Changes 12-20
60.34:  Teleworking 08-23
— Form:  Telework Agreement 06-21
60.35:  Employee Demographics — Sex, Race, Ethnicity, Disability, and Veteran Status 12-21
60.37:  Layoff–Civil Service Employees 09-21
60.38:  Notice of Faculty or Staff Departure–Vacating University Areas 04-06
— Form:  Departure Notice 01-21
— Form:  Area Evaluation/Release 04-06
60.40:  Staffing During Suspended Operations or Emergency Closures 03-20
60.41:  Payment for Unused Sick Leave 12-20
60.43:  Paid Sick Leave for Temporary Hourly Employees 12-20
60.44:  Faculty Compensation Outside Assigned Duties 01-22
— Form:  Annual Report of Outside Compensation for Faculty 01-22
60.50:  Corrective and Disciplinary Action 03-10
60.55:  Performance Management Evaluations 04-21
— Form:  Employee Performance Evaluation 07-06
— Form:  Annual Review: Administrative Professional Employees 07-16
60.56:  Faculty and Administrative Professional Personnel Leave 07-21
60.57:  Civil Service Employee Leave 07-21
60.58:  Shared Leave 12-20
— Form:  Request to Donate Shared Leave 07-09
60.59:  Overtime-Eligible Employees 07-21
60.70:  Tuition Waivers–Fall and Spring Semesters 10-22
— Form:  Tuition Waiver Request 10-22
60.71:  Training and Development 07-08
60.72:  Release Time for Training 07-07
60.73:  Summer Educational Benefits 04-16
— Form:  Summer Educational Benefit Request 04-16
60.74:  Employee Departure Procedures 12-20
— Form:  Departure Checklist 12-20
60.75:  Rental of University Apartments to WSU Employees 03-15
60.76:  WSU Holidays 12-21
60.79:  Unemployment Compensation Claims 12-06
60.81:  Volunteers 09-23
— Form:  Minor Volunteer Consent and Release 10-04
— Form:  Volunteer Monthly Report 02-21
60.82:  Children in the Workplace 09-23
60.86:  Employee Assistance Program 12-17
60.90:  Political Activity of WSU Employees 07-90

Section Number / Title Issue Date
70.01:  General Purchasing Information 03-23
70.03:  Allowable Purchases (By Function) 06-21
70.04:  Fiscal Year-End Expenditure Deadlines 01-21
70.05:  Interdepartmental Requisition and Invoice (IRI) 01-21
— Form:  Interdepartmental Requisition and Invoice (IRI) 01-21
70.06:  Interdepartmental Blanket Requisitions 01-21
70.08:  Procurement Card 08-21
— Form: Departmental Monthly Log Sheet 01-21
— Form: Procurement Card Change Request 01-21
— Form: Procurement Card Temporary Delegation 01-21
— Form: Procurement Card Check-Out Log Sheet 01-21
— Form: Missing Documentation Affidavit (Procurement Card Transactions) 01-21
— Form: Procurement Card Use Exception Request – Contract 01-21
— Form: Procurement Card Use Exception Request – Entertainment 01-21
— Form: Procurement Card Use Exception Request – Gift Cards 01-21
— Form: Procurement Card Use Exception Request – Group Travel or Activity Expense 01-21
— Form: Procurement Card Use Exception Request – Restricted 01-21
— Form: Restricted Purchase Template 01-21
70.10:  Departmental Requisitions 01-22
70.11:  Relations with Suppliers and Supplier Representatives 01-21
70.12:  Trade-Ins 01-21
70.13:  Buying Through Purchasing Services 01-21
70.14:  Receipt, Inspection, and Acceptance of Purchased Goods 01-21
70.15:  University Purchases from State Employees 07-21
70.16:  Payments to Outside Suppliers 01-21
70.18:  Using Registered Student Organization (RSO) Accounts 01-21
70.19:  Supplier Contract Purchases 01-21
70.20:  Confirming Purchases and Employee Purchase Reimbursements 01-21
70.21:  Contracts and Leases for Goods and Services 01-21
70.22:  Alcohol for Laboratory Use 08-15
70.23:  Purchasing Used Equipment from Outside Suppliers 01-21
70.24:  Acquisition of Computer Equipment, Services, or Software 01-21
70.26:  Purchasing Published Materials 01-21
70.27:  Acquiring a Photocopier 01-21
70.29:  Ordering Alcoholic Beverages 01-21
70.31:  Buying Meals or Light Refreshments for Meetings 01-21
— Form: Request to Serve Food 01-21
70.32:  Renting Non-Public Facilities for Meetings 01-21
70.33:  Using Discretionary FN057 Accounts 01-21
70.35:  University Stores 01-21
70.37:  Purchasing, Using, and Recycling Multipurpose Paper 01-21
70.39:  Purchasing Advertisements 01-21
70.40:  Vehicle Acquisition and Disposal 01-23
— Form: Cost/Benefit Analysis 07-19
70.42:  Tax Exemption Certification 01-21
70.44:  Gift Cards and Cash Equivalents Purchase and Use 09-21
70.50:  Personal Services Contracts 01-21
70.60:  Laboratory Relocation Expenses 01-21

Section Number / Title Issue Date
80.05:  Printing Services 02-22
80.10:  Bookstore Services 02-22
80.13:  Academic Media and Technology Services 12-21
80.15:  Shipping Services 01-21
80.16:  Payment for Shipping Services at WSU Pullman 01-21
80.18:  Courier Services 01-22
80.19:  Addressing Pullman Mail 10-16
80.20:  Mailing Services 10-16
80.21:  Interdepartmental Mail 01-21
80.22:  Incoming U.S. Mail 10-16
80.23:  Forwarding Mail 10-16
80.24:  Outgoing Mail 01-21
80.25:  Addressing Foreign Mail 10-16
80.27:  Incoming Freight 08-07
80.28:  Freight Discounting Program 01-21
80.45:  Requesting Facilities Operations Services 03-10
80.48:  Moving Services at WSU Pullman 03-18
80.56:  Minor Construction, Renovation, Remodeling, and Demolition 01-22
— Form: Facility Review for New Equipment 01-22
80.58:  Funding Departmental and Research Project Equipment Maintenance 01-21
80.78:  Building Coordinators at WSU Pullman 06-14
80.80:  Recycling and Waste Minimization 01-17
80.85:  Energy Conservation 10-21
80.86:  Commute Trip Reduction 01-16
80.87:  Emergency Ride Home 01-21
80.90:  Parking Permits Available to WSU Pullman Departments 08-08
80.92:  Neighborhood Vehicles 07-13

Section Number / Title Issue Date
85.33:  Accessing Workday Modules 03-23
85.34:  Information Technology Computing Invoice and Usage Reports 10-07
85.37:  Network Services Account Request 03-23
— Form: Network Services Account Request 03-23
85.39:  Telephone/Network Installation and Repair 01-21
85.41:  Toll Call Authorization 01-21
85.42:  ITS Online Customer Statements 01-21
85.44:  Telephone Dialing Procedures 04-18
85.45:  Cellular Device Policy 07-21
— Form: Cellular Device Authorization and Agreement 07-21
85.48:  Data Warehouse Access 03-23
— Form: OBIEE Data Warehouse Access Request 03-23
— Form: Business Objects Student Data Warehouse Access Request 03-23
85.55:  Ensuring Electronic and Information Technology Accessibility 08-17

Section Number / Title Issue Date
87.01:  WSU Information Security Roles, Responsibilities, and Definitions 03-22
87.05:  Information System Account, Identity, and Authentication Management 06-20
87.10:  Mobile Device Management–WSU-Owned Mobile Devices 06-20
87.11:  Mobile Device Management–Personally-Owned Devices 06-20
87.15:  Information Security Planning 07-20
87.20:  Security Assessment and Authorization 07-20
87.25:  Information Security Risk Assessment 07-20
87.30:  Configuration Management 07-20
87.35:  Wireless Local Area Network (LAN) Management 12-21
87.40:  System and Information Integrity 07-20
87.50:  Audit and Accountability 07-20
87.55:  Information Security Incident Management and Breach Notification 03-22

Section Number / Title Issue Date
88.05:  Protected Health Care Information Breach Response 03-22
88.10:  Patient Access to Protected Health Information 03-22
88.12:  Role-Based Access to Protected Health Information 10-22
88.20:  Protected Health Information Risk Assessment 08-23

Section Number / Title Issue Date
90.01:  University Records–Retention and Disposition 10-22
— Form: Retention Schedule Review 07-96
90.02:  Archival Services 08-18
90.03:  Retention of Electronic Communications 05-19
90.05:  Release of Public Records 11-18
— Form: Public Records Request 03-16
90.06:  Release of Student Education Records 01-21
90.07:  Release of Personnel Records 01-17
90.12:  Evidence Preservation 07-19
90.15:  Essential Records Protection 10-05
— Form: Essential Records Schedule 10-05
90.21:  Imaging University Records 09-12
90.50:  E-Signature Policy Overview and General Guidance 10-19
— Form: E-Signature Use Exception Request 10-19
90.51:  Standard E-Signature Use for University Transactions 10-19
90.70:  University Name and Address File 12-20
90.75:  Name and Legal Sex Designation Changes 12-20
— Form: Request for Change of Legal Sex Designation 08-19
— Form: Request for Change of Name 08-19
90.78:  Use of Social Security Number on Forms 07-07

Section Number / Title Issue Date
95.01:  Travel Management 01-21
95.03:  University Travel Charge Card 01-21
— Form: Travel Charge Card Application 01-21
95.04:  Managing Central Travel Accounts 01-21
95.05:  Travel Advance 01-21
— Form: Guarantee for Advance of Funds to Nonemployee Student 01-21
95.06:  Meals and Lodging 01-21
95.07:  Transportation 01-21
95.08:  Miscellaneous Travel Expenses 01-21
95.11:  Privately-Owned Motor Vehicles 05-22
95.12:  Rental Cars 01-21
95.13:  Student Travel 01-21
95.14:  Applicant Travel 03-22
95.15:  Foreign Travel 01-21
95.16:  Travel Payments from Third Parties 01-21
95.17:  Travel for Personal Convenience 01-21
95.18:  Illness or Injury While on Travel Status 01-21
95.19:  Travel Rates 01-23
95.20:  Travel Expense Reimbursements 01-21
— Form: Receipt Affidavit 01-21
95.21:  Funds Transfer of Expense Reimbursements 11-21
— Form: Funds Transfer Authorization 06-22
95.25:  Speaker Travel and Speaker Fees 01-21
95.30:  Privately-Owned, Rented, or Chartered Aircraft 01-21
95.35:  Motor Pool 05-21
— Form: Student Driver Authorization 05-01
— Form: Vehicle Request / Justification 05-21
95.37:  Fuel Credit Cards 01-21
— Form: Fuel Card Application 01-21
— Form: Fuel Card Custodian Agreement 01-21
— Form: Fuel Card Change Request 01-21
— Appendix 1: Comdata Reconciliation Report Instructions 01-21
— Appendix 2: Comdata Transaction Detail Report Instructions 01-21
95.45:  Fly America Act 01-21
— Form: Certification of Exception to Fly America Act 01-21
95.55:  International Travel Registry 10-18
95.57:  Employee Registration of International Travel 10-18