Office of Procedures, Records, and Forms

BPPM Revision Memorandum

 

August 1, 2006

TO: Manual Users
FROM: Ralph Jenks, Manager
SUBJECT: Business Policies and Procedures Manual
Revision Letter Number Two Hundred Eighty-Four

 

This BPPM revision includes the following changes:

Reporting Daily Activity for Temporary Employees 60.61

This revision provides procedures for departments to request approval to record temporary employee hours worked or pieces completed on an alternate time/piece record, rather than on a Daily Activity Report or time clock card. HRS must approve the alternate time/piece record prior to use by the department.

University Records–Retention and Disposition 90.01

This revision updates the descriptions and requirements of retention periods, retention factors, inactive records storage, and confidential records.

All-University Records Retention Schedules:

The State Records Committee has approved, revised, or added remarks to the following records schedules:

Administrative–Executive Level Records (Dean and above) 90.01.10-11

  • Annual and Biennial Reports
  • Executive Calendars
  • Executive Level Subject Files
  • Minutes and Files of Policy-Setting Meetings
  • Official Correspondence
  • Papers of Executive Direction
  • Policies and Procedures
  • Quality Improvement Documentation
  • Speeches and Writings
  • Studies and Operational Plans

Administrative–General Office Records 90.01.12-14

  • Administrative Materials With No Retention Value
  • Administrative Plans, Working Files, Reports and Survey Results
  • Combined Fund Drive
  • History Files
  • Individual Survey Responses
  • Minutes and Files of General Office Meetings
  • Reference Files
  • Routine Plans
  • Subject Files

The following records series are discontinued from the Administrative–General Office Records table:

  • Calendars, Appointment Books, Routine Telephone Logs
  • Reading or Day Files
  • Reports of Routine Planning and Studies
  • Transitory Administrative Files

Information Services Records 90.01.21-25

  • Information Technology Assistance Requests
  • Information Technology Project Planning and Documentation
  • Information-Only Data Extracts
  • Input Documents
  • Network Circuit Files
  • Network Usage Summary
  • Operating System Hardware Conversion Plan

The following records series are discontinued from the Information Services Records table:

  • Network Circuit Inventories
  • Network Implementation Project Files
  • Print Files Not Used to Document a Transaction

Legal Files 90.01.27

  • Attorney General Letter, Informal Opinions and Correspondence
  • Attorney General’s Case Files–University Copy

Mail Services Records 90.01.28-29

Firm Mailing Book (Commercial Mailing Services)

Payroll and Personnel Records Used Campus-Wide 90.01.30-37

  • Appointing Authority for Classified Employees
  • Commute Trip Reduction Documentation
  • Daily Activity Reports, Time Clock Cards, and Alternative Time/Piece Records
  • Employee Performance Evaluations
  • Employee Recruitment Files
  • Employment Eligibility Verification (I-9) (WSU-Regional Campuses)
  • Evaluations/Administrative Professional Staff
  • Exit Interview, Personnel
  • Leave Report for Excepted Classified Employees
  • Personnel Complaints, Exonerated, Non-Represented Employees
  • Personnel Complaints, Upheld, Non-Represented Employees
  • Personnel Complaints, Exonerated, Represented Employees
  • Personnel Complaints, Upheld, Represented Employees
  • Personnel Complaints Supporting Documents
  • Personnel Record Folders
  • Time Report

The following records series are discontinued from the Payroll and Personnel Records table:

  • Appointing Authority for Temporary Employment Appointments
  • Notice of Vacancy/Certification of Eligibles (WSU 1211)

Property Management Records 90.01.38-39

  • Equipment Maintenance and Repair Records
  • Motor Vehicle Maintenance, Repair, and Disposition Records

Public Affairs and Public Disclosure Records 90.01.40

  • Training and Development Files (State Employees, Contractors, and Customers)
  • Training Files–General Public

Purchasing Forms Used Campus-Wide 90.01.41-43

  • Departmental Requisition
  • Publication and Duplication Service Job Files
  • Purchase Order and Receiving Report–With Competitive Bids
  • Purchase Order and Receiving Report–Without Competitive Bids
  • Purchasing Card Files
  • Vendor Payment File

The following records series are discontinued from the Purchasing Forms table:

  • Central Travel Account Files
  • Quick Purchase Order (WSU 1292)

Records Management Files 90.01.44

  • Essential Records Lists
  • Microfilm/Imaging Documentation File
  • Record Transmittal Forms
  • Records Retention Schedule
  • Requests for Return of Records from the State Records Center

Travel Forms Used Campus-Wide 90.01.53

Central Travel Account Files

Privately-Owned, Rented, or Chartered Aircraft 95.30

The direct buy limit for rental or charter aircraft purchases (using a Department Order) is increased to $3,000 from $2,500.

Motor Pool Rates 95.36

This revision updates the listing of available vehicles and the rates for daily and long-term rental of Motor Pool vehicles, effective July 1, 2006.