Office of Procedures, Records, and Forms

BPPM Revision Memorandum


DATE: July 21, 2010
FROM: Office of Procedures, Records, and Forms
TO: Manual Users
SUBJECT: Business Policies and Procedures Manual
Revision Letter Number Three Hundred Sixty-Three


This BPPM revision includes the following changes:

Use of University Property 20.35

This revision brings the policy into conformance with the University facilities use rules in WAC Title 504.

Overdrafts 30.21

This revision:

  • Updates Sponsored Programs Services (SPS) actions when a department fails to take action by the response due date on a sponsored account overdraft notice.
  • Updates SPS actions regarding review of sponsored accounts and notification of overdraft accounts
  • Updates departmental procedures regarding responding to notifications of overdrafts on sponsored accounts.

Cash Awards to WSU Employees 55.56

This minor amendment adds temporary restrictions regarding monetary awards to state employees that are effective from February 15, 2010 through June 30, 2011. This amendment also includes exceptions as provided by state law.

Faculty Timecard 60.42

This revision includes the following changes:

  • The benefit eligibility rules and the procedures for providing notice regarding benefit eligibility to applicable temporary faculty are updated.
  • The procedure for adding adjunct personnel is updated to reflect use of the Personnel/Position/Payroll Electronic Routing Management System (PERMS) for submitting personnel actions.
  • Departments must route requests to Summer Session for faculty timecard summer session appointments.

Faculty and Administrative Professional Personnel Leave 60.56

This minor amendment clarifies that exceptions to the requirement to use accumulated annual leave prior to termination date must be approved in writing by the appointing authority.

Table: July 1, 2010 – June 30, 2015 Holiday Schedule 60.76.2

This revision updates the Holiday Schedule for July 1, 2010 through June 30, 2015. This schedule applies to WSU Pullman, WSU Spokane, WSU Tri-Cities, WSU Vancouver, WSU Mt. Vernon Research & Extension Unit, WSU Prosser Irrigated Agriculture Research & Extension Center, WSU Puyallup Research & Extension Center, WSU Vancouver Research & Extension Unit, WSU Wenatchee Tree Fruit Research & Extension Center, WSU West, and USDA Yakima Agricultural Research Laboratory.

A notation is added directing collective bargaining unit employees to refer to the applicable agreements for information regarding holiday schedules

Department Orders 70.07

This revision includes the following changes:

  • The direct buy limit is increased from $3000 to $3500.
  • The total expenditures on a single Department Order (DO) may not exceed $3500, not including shipping, sales, or compensatory tax. If shipping is added as a line item on the order, it counts towards the $3500 limit. Departments are not required to enter shipping on DOs.

Acquisition of Computer Equipment, Services, or Software 70.24

This minor amendment:

  • Increases the direct buy limit for DO or purchasing card purchases from $3000 to $3500. Departments must submit Department Requisitions to process purchases in excess of $3500.
  • Updates the vendor information required for entry on the Department Requisition.
  • Updates the link to the Washington Department of Information Services (DIS) master agreements.

Buying Meals or Light Refreshments for Meetings 70.31

This minor amendment includes the following changes:

  • Users are directed to new section 95.21 for procedures to authorize direct deposit of food reimbursements.
  • Departments may use purchasing cards for direct vendor purchase of light refreshments. NOTE: Departments may not use purchasing cards to purchase meals.

Using Discretionary 17A Accounts 70.33

This minor amendment includes the following changes:

  • Faculty, student, and alumni (FS&A) accounts are now referred to as registered student organization (RSO) accounts.
  • The procedures for requesting employee reimbursements and direct vendor payments are updated to reflect current practices.
  • The procedures for distribution of reimbursement payments are updated to include direct deposit of payments.

Personal Services Contracts 70.50

This revision:

  • Adds a temporary restriction section applicable from March 17, 2010 through June 30, 2011.
  • Updates the direct buy limit for speakers and participants.
  • Adds higher education requirements for filing with the Washington Office of Financial Management (OFM).
  • Increases the lead time to submit sole source contracts to 30 days prior to the effective date.

Employee Household Moves 70.61

This minor amendment:

  • Updates the requirements and restrictions for employee household moves in accordance with the Washington Department of General Administration, Office of State Procurement’s Employee Moving Guide.
  • Updates the documentation used for moving requests and payment processing to reflect current practices.
  • Adds an exception for reporting payments on an employee’s W-2 for moving expenses paid directly to a third party on behalf of the employee, in accordance with Internal Revenue Service rules.

All-University Records Retention Schedules: Administrative–General Office Operations 90.01.12-14

This minor amendment updates the description and office holders of the records series titled Minutes and Files of General Office Meetings.

All-University Records Retention Schedules: Purchasing Forms Used Campus-Wide 90.01.42-44

This minor amendment adds a records series titled Fuel Credit Card Files to the All-University Records Retention Schedule.

All-University Records Retention Schedules: Research and Sponsored Projects Records 90.01.46-47

This minor amendment updates or adds the following records series to the All-University Records Retention Schedule:

  • Research Data
  • Research Data–Protectable Intellectual Property (Patent Issued)
  • Research Data–Protectable Intellectual Property (Patent Application Denied)
  • Laboratory Notebooks (or Equivalent Records)–Patent Issued

The title of this table in the All-University Records Retention Schedule is updated from Sponsored Projects Records to Research and Sponsored Projects Records to more clearly reflect the included records series.

Travel Expense Voucher 95.20

This minor amendment:

  • Adds an automated PDF version Travel Expense Voucher to pages 95.20.22-23 of this section.
  • Directs users to the Washington Department of Transportation’s Mileage Chart website to obtain information regarding in-state mileage.
  • Directs users to new section 95.21 for procedures to authorize direct deposit of travel reimbursements.

Direct Deposit of Travel and Accounts Payable Reimbursements 95.21

This new section includes procedures for requesting direct deposit of food and travel reimbursements that were formerly in 95.20.

This new section includes procedures for submitting requests using the online request available at the myWSU Finances website and procedures for submitting requests by paper form.