Business Policies and Procedures Manual
Renting Non-Public Facilities for Meetings
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This section provides policies and procedures for renting or leasing non-state or other non-public facilities for official University purposes. Such purposes may include University conferences, conventions, meetings, and training sessions. Non-state and non-public facilities include facilities operated by entities other than state, local, or federal governments.
These polices and procedures apply to all conferences, conventions, meetings, and training sessions held or sponsored by any University unit in non-state or other non-public facilities.
This section does not apply to conferences, conventions, meetings, and training sessions attended by University personnel but not hosted or sponsored by the University.
This section does not apply to the long-term leasing of non-state facilities. Refer to BPPM 20.45 for real estate procedures.
When selecting venues for meetings or conferences, the University is to give first preference to locations at University-owned, state-owned, or other publicly-owned facilities. (SAAM 10.10.55)
Meetings and conferences held in non-state or non-public locations and sponsored by the University are to be barrier free in accordance with state regulations. (SAAM 50.50).
The person responsible for the choice of location and facilities is to submit a request in writing to the responsible dean or equivalent administrative officer. The request is to include:
- The purpose and objective of the meeting.
- The name of the organizations or persons expected to attend and an estimate of the attendance.
- An estimate of the anticipated cost to the state, including travel costs.
- An explanation indicating why state-owned or other publicly-owned barrier-free facilities cannot be used.
The requester is to submit the request to the dean or equivalent administrative officer at least five days prior to the event. If an agreement for leasing or renting the facility is to be negotiated, the requester submits the request and receives approval prior to negotiating the contract with the supplier.
Retention of the Request
The approved request document is retained by the department in the associated supplier payment file (see BPPM 90.01).
Payment or Reimbursement
If the request is approved by the administrator, the department processes the payment. A department may directly pay the vendor or reimburse an employee for incurred expenses.
If an employee personally pays for the facility, submit a request for reimbursement to Travel Services as follows:
- Complete an Expense Report in Workday with a business purpose of Confirming Reimbursement if the employee was not in travel status.
- Complete an Expense Report in Workday with a travel related business purpose if the employee was in travel status.
Include the receipt from the supplier.
See BPPM 95.20 and the Workday Create Expense Report reference guide.
The department may pay a supplier directly using one of the following procedures.
Complete a Purchase Order in Workday. See the Workday Create and Change Purchase Order reference guide for instructions.
Complete a Requisition in Workday prior to the event. (Purchasing generates a Purchase Order which is given to the supplier.) See the Workday Create Requisition reference guide for instructions.
Obtain an invoice for the facility from the supplier. If the supplier’s address and name is not on the invoice, complete a State of Washington Invoice Voucher and obtain the supplier’s signature on the form. A University purchasing form is not required for this procedure.
Submit the supplier’s invoice to Travel Services. Add the coding of the supporting account. A University employee with expenditure authority for the supporting account must sign the invoice.
Note: The total cost may not exceed the current purchasing bid limit (BPPM 70.13).
Revisions: Jan. 2021 (Rev. 560); Feb. 2008 – new policy (Rev. 316).