POL-U5320.07 Maintaining Financial Data For Affiliated Entities

Dates and Approval

Effective Date:

November 15, 2006

Approved by:

WWU President's Council

Who does this policy apply to?

This policy applies to affiliated entities which have contracted with the university to maintain financial data, such as the Western Washington University Foundation and the Alumni Association. This policy does not apply to the Associated Students corporate entity.


There is no overview for this policy.


Financial Data

Consists of all financial transactions and supporting documentation related to university assets, liabilities, revenue, expense and fund balance recorded or to be recorded in the Financial Repository.

Financial Repository

Refers to the university’s primary system for recording, processing, and maintaining financial data.

Chart of Accounts

Refers to the list of all account names and numbers used in the financial repository. The chart of accounts includes seven codes: chart, fund, organization, account, program, activity, and location.

Policy Statements

1. Vice President for Business and Financial Affairs Processes and Maintains Financial Data for Affiliated Entities

The Vice President for Business and Financial Affairs will process and maintain financial data for affiliated entities using separate charts of accounts.

2. Affiliated Entity is Responsible for Integrity and Completeness of Financial Data

The affiliated entity is responsible for:

  • Ensuring financial data is accurately recorded in the Financial Repository.
  • Using the University’s established account coding structure.
  • Ensuring financial data is reviewed and approved by the responsible entity official.
  • Contracting and arranging financial audits.
  • Filing and paying any tax liabilities.
  • Managing and investing entity funds.
  • Complying with all financial deadlines.
  • Complying with regulations.

Policy Information

Display all related procedures

See Also