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Business and Financial Affairs Policies

POL-U5000.02 Campus Signs
POL-U5000.03 Closing University Buildings
- PRO-U5000.03A Building Closure Procedure (PDF) (55.51 KB)
POL-U5100.02 Educational Commercial Activities
POL-U5200.01 Art Acquisition Through Capital Project Funding
POL-U5310.04 Authorizing Banking and Investment Transactions
POL-U5315.01 Conducting Background Checks
FRM-U5315.01A Criminal Conviction Verification Form
POL-U5315.02 Affording Individual Privacy Rights
POL-U5315.20 Bringing Children To Campus
POL-U5315.21 Protecting Children And Vulnerable Adults And Reporting Concerns Of Safety Or Welfare
POL-U5315.22 Risk Management and Insurance
POL-U5315.23 Using Non-Owned Aircraft
- PRO-U5315.23A Requesting Use of Non-Owned Aircraft (PDF) (40.97 KB)
POL-U5315.24 Underwater Diving
POL-U5315.25 Reporting Loss of University Funds or Property
- PRO-U5315.25A Reporting Loss of University Funds or Property (PDF) (72.23 KB)
POL-U5315.26 Using 12 and 15-Passenger Vans
POL-U5320.01 Managing and Reporting University Financial Data
POL-U5320.03 Authorizing and Defining Financial Responsibilities
- PRO-U5320.03A Budgeting for Position Control Procedure (141.42 KB)
- STN-U5320.03A Maintaining Position Control Standard (195.16 KB)
POL-U5320.12 Creating and Maintaining Vendor Account Records
- PRO-U5320.12A Requesting Accounting Services to Create a New Vendor Records (PDF) (50.16 KB)
- TSK-U5320.12A Creating a Vendor Record (PDF) (29.77 KB)
- PRO-U5320.12B Requesting Accounting Services To Update A Current Vendor Record (PDF) (54.57 KB)
- TSK-U5320.12B Updating Vendor Records in the Financial System (PDF) (30.34 KB)
- PRO-U5320.12C Correcting Duplicate Vendor Records (PDF) (54.49 KB)
- PRO-U5320.12D Reviewing Vendor Maintenance Activity (PDF) (60.97 KB)
FRM-U5320.12A Vendor Record Creation and Maintenance Request e-form
POL-U5320.13 Coordinating Financial Statement and Accountability Audits and Responding to Audit Issues
POL-U5341.03 Distributing Payments to Payees
- PRO-U5341.03A Distributing Payroll Payments (PDF) (36.63 KB)
- PRO-U5341.03B Distributing Non-Payroll Payments (PDF) (27.81 KB)
- PRO-U5341.03C Requesting a Manual Paycheck (PDF) (35.45 KB)
FRM-U5341.03A Paycheck Pick-Up Request

FRM-U5341.03B Check Replacement Form

FRM-U5341.03C Emergency Paycheck Request Form
POL-U5345.01 Using Campus Mail
POL-U5346.01 Managing and Safeguarding University Assets
- PRO-U5346.01A Conducting a Physical Inventory of a Department's Assets (PDF) (176.07 KB)
- STN-U5346.01A Conducting Physical Inventory of University Assets.pdf (174.82 KB)
- GDL-U5346.01A Guidelines for Maintaining Department Asset Tracker (PDF) (148.95 KB)
FRM-U5346.01A Asset Control Custodian Delegation Form

FRM-U5346.01B Surplus Equipment Pickup/Transfer Request

FRM-U5346.01C Department Asset Log Template

FRM-U5346.01D Remote Work Equipment Agreement Form
POL-U5346.05 Inventorying Consumable or Retail Assets
POL-U5348.01 Purchasing Goods and Services
- STN-U5348.01A Ethical Purchasing (PDF) (134.16 KB)
- PRO-U5348.01A Requesting Sole Source (PDF) (72.46 KB)
- PRO-U5348.01B Reimbursing Employees (PDF) (43.74 KB)
- STN-U5348.01B Controlled Goods and Services (PDF) (106.18 KB)
- STN-U5348.01C Purchasing Goods and Services (PDF) (139.17 KB)
- TSK-U5348.01A Purchasing Gift Cards (PDF) (364.94 KB)
- STN-U538.01D Standards for Gifts Awards Prizes (PDF) (245.35 KB)
FRM-U5346.01C Payment to Student Request Form

FRM-U5348.01A Sole Source Approval Request Form

FRM-U5348.01E Request to Provide, Awards, Prizes, Incentive or Gift
POL-U5348.05 Authorizing Agreements and Contracts
- STN-U5348.05A Ratifying an Agreement as a Formal Contract (PDF) (318.75 KB)
- STN-U5348.05B Managing a Contract (PDF) (257.1 KB)
- STN-U5348.01C Purchasing Goods and Services (PDF) (139.17 KB)
- STN-U5348.01A Ethical Purchasing (PDF) (134.16 KB)
FRM-U5348.05C Independent Contractor vs. Employee Assessment Form
POL-U5348.09 Paying Honoraria or Stipends to Non-Employees
FRM-U5348.05C Independent Contractor vs. Employee Assessment Form

FRM-U5348.09A Honoraria or Stipend Pre-Approval Form for Non-Employees
POL-U5348.10 Traveling for Official University Business
- PRO-U5348.10A Requesting Travel Authorization for Employees (128.74 KB)
- PRO-U5348.10B Reporting & Reconciling Travel Expenses & Advances (151.33 KB)
- PRO-U5348.10C Reporting and Reconciling Travel Expenses Due to Changes or Cancellations (168.95 KB)
- STN-U5348.10A Approving Travel for University Business (166.19 KB)
- STN-U5348.10B Managing Student Travel Standards (201.27 KB)
- STN-U5348.10C Paying for Non-Employee Travel (143.12 KB)
- STN-U5348.10D Providing and Reconciling Travel Advances (186.22 KB)
- STN-U5348.10E Paying for Immunizations and Medical Expenses (172.42 KB)
- STN-U5348.10F Using Peer to Peer Rental Property (186.89 KB)
POL-U5348.16 Purchasing Food and Beverages
FRM-U5348.16A Food and Beverage Approval Form
POL-U5351.01 Billing and Receiving Payment For Tuition, Fees, Goods, and Services
- PRO-U5351.01A Authorizing Decentralized Billing and Payment Location (PDF) (32.92 KB)
- PRO-U5351.01B Authorizing a Short-Term Payment Receipt Location (PDF) (22.49 KB)
FRM-U5351.01B Request to Accept Payment for a Short-Term Event
POL-U5351.02 Issuing and Using University Credit Cards
- PRO-U5351.02A Reviewing Random Credit Card Transactions (PDF) (43.87 KB)
- STN-U5351.02A Securing University Credit Cards and Accounts (PDF) (155.92 KB)
- STN-U5351.02B Deactivating and Cancelling Credit Cards (PDF) (155.69 KB)
- STN-U5351.02C Managing Credit Card with Multiple Users (PDF) (140.32 KB)
- FRM-U5351.02A PCard Transaction Review Form (PDF) (180.68 KB)
POL-U5351.12 Authorizing and Maintaining Petty Cash and Change Funds
- PRO-U5351.12A Obtaining Petty Cash and Change Funds (PDF) (169.16 KB)
- PRO-U5351.12B Maintaining Petty Cash and Change Funds (PDF) (203.2 KB)
- PRO-U5351.12C Advancing Temporary Change Funds to Departments (PDF) (112.63 KB)
- FRM-U5351.12A Petty Cash and Change Fund Authorization Form (PDF) (143.82 KB)
POL-U5351.14 Accepting, Processing & Securing Payments Through the Internet
FRM-U5351.14A E-Commerce Authorization Form.pdf
POL-U5352.03 Adjusting Student and General Receivable Accounts and Refunding Credit Balances
- PRO-U5352.03A Requesting an Adjustment to a Student or General Receivable Account (PDF) (119.05 KB)
- PRO-U5352.03B Refunding Credit Balances On Student Accounts (PDF) (21.33 KB)
- PRO-U5352.03C Reviewing Refund Exclusion Report (PDF) (154.74 KB)
- PRO-U5352.03D Petitioning a Registration Adjustment (PDF) (35.9 KB)
POL-U5352.07 Requesting Funds From Federal Agencies
POL-U5352.08 Collecting on Accounts and Writing Off Debts Owed to the University
- PRO-U5352.08A Writing Off Uncollectible Accounts (PDF) (172.58 KB)
POL-U5352.09 Collecting Long Term Student Loans
POL-U5353.01 Ticketing Events
- PRO-U5353.01 Issuing Complimentary Tickets (PDF) (125.05 KB)
FRM-U5353.01B Complimentary Ticket List Template
POL-U5380.01 Protecting Payment Card Information
- STN-U5380.01A Payment Card Information Standards Manual (258.52 KB)
POL-U5400.03 Taking And Reporting Leave During Inclement Weather
POL-U5400.04 Suspending University Operations
- PRO-U5400.04A Reporting Make-Up Hours for Suspended Operations (PDF) (296.75 KB)
- STN-U5400.04A Reporting Time During Suspended Operations (PDF) (246.51 KB)
- FRM-U5400.04A Essential Information Checklist.pdf (150.47 KB)
POL-U5400.07 Determining Classification and Compensation for Classified Positions
FRM-U5400.07A Classified Position Questionnaire.pdf

FRM-U5400.07A Classified Position Questionnaire.pdf
POL-U5400.11 Onboarding and Verifying Employment Eligibility
- PRO-U5400.11A Processing New Hire Documentation (PDF) (47.15 KB)
POL-U5400.13 Using University Property for Political Activity
POL-U5400.17 Professional Staff Policy on Consulting and Other Outside Compensated Professional Activities
POL-U5400.19 Receiving Honoraria
- PRO-U5400.19A Requesting Approval to Accept Honoraria (PDF) (142.98 KB)
FRM-U5400.19 Honoraria - Approval to Accept
POL-U5400.20 Financial Disclosure Policy For Externally Funded Projects
FRM-U5400.20 Faculty and Staff Investigators Disclosure Statement
POL-U5410.01 Employing Family Members And Significant Others
POL-U5410.03 Taking Family Or Medical Leave
- PRO-U5410.03A Requesting Family or Medical Leave (PDF) (77.39 KB)
- PRO-U5410.03B Reporting Intermittent Family or Medical Leave (PDF) (43.54 KB)
POL-U5410.04 Drug And Alcohol Testing For U.S. Department Of Transportation Compliance
POL-U5410.05 Administering Work And Leave Time Reports
POL-U5410.06 Requesting And Donating Shared Leave To University Employees
- PRO-U5410.06A Requesting and Using Shared Leave (PDF) (73.75 KB)
- PRO-U5410.06B Donating Shared Leave (PDF) (42.29 KB)
FRM-U5410.06A Shared Leave Donation Form

FRM-U5410.06B Shared Leave Application.pdf

FRM-U5410.06C Domestic Violence Leave Application
POL-U5410.07 Accessing and Donating to State Shared Leave Pool
FRM-U5410.07A Uniformed Service Shared Leave Pool – Recipient Form

FRM-U5410.07B Uniformed Shared Leave Donor Form
POL-U5410.08 Providing Relocation Compensation
- STN-U5410.08A Determining Relocation Compensation and House Hunting Allowances (PDF) (179.78 KB)
- TSK-U5410.08 Processing Payment Request for Relocation Compensation (PDF) (200.23 KB)
POL-U5420.01 Training Supervisors on HR Compliance Issues
POL-U5440.02 Administering the WWU Retirement Plan
POL-U5615.01 Responding to Campus Violence or Threats
POL-U5620.02 Notifying Campus Community About Sex and Kidnapping Offenders
- PRO-U5620.02A Notifying Campus About Sex and Kidnapping Offenders (PDF) (34.89 KB)
POL-U5620.03 Reporting a Missing Student Who Resides in University Housing
- PRO-U5620.03 Reporting and Investigating a Missing Resident Student (147.76 KB)
POL-U5620.04 Allowing Animals on University Property
- STN-U5620.04A Managing Dogs at University Sponsored Events (PDF) (94.73 KB)
- STN-U1600.03A Allowing Animals as a Reasonable Accommodation in Employment (PDF) (136.94 KB)
- STN-U1600.03B Students with Animals in Academic Settings (PDF) (200.14 KB)
- STN-U1600.03D Animals in University Residences (PDF) (115.64 KB)
POL-U5710.01 Managing Access to University Facilities
- STN-U5710.01 Access Control Standards (PDF) (395.15 KB)
POL-U5710.02 Administering Institutional Space
- STN-U5710.02A Submitting a Space Modification Request (93.32 KB)
POL-U5940.01 Using University Resources
POL-U5950.01 Health, Safety, and Environmental Protection
- PRO-U5950.01A Custodial Eye Protection (PDF) (107.52 KB)
- PRO-U5950.01B Indoor Air Quality (PDF) (98.13 KB)
- PRO-U5950.01D Dangerous Waste Training (PDF) (177.34 KB)
- TSK-U5950.01E Protecting Storm Water Systems.pdf (67.05 KB)
POL-U5950.02 Entering Confined Space
- PRO-U5950.02A Entering Confined Spaces.pdf (29.64 KB)
- PRO-U5950.02B Confined Space-EHS Call Out (PDF) (19.57 KB)
POL-U5950.03 Preparing for and Responding to University Emergencies
POL-U5950.04 Fines Arising from EHS Citations
POL-U5950.05 Lockout-Tagout for Control of Haz Energy
POL-U5950.07 Bloodborne Pathogens
POL-U5950.08 Office Fire Safety
POL-U5950.09 Waste Reduction & Recycling
POL-U5950.10 Providing Workers' Compensation and Transitional Return-to-Work
POL-U5950.13 Accessing Workers' Compensation Claim Information
- PRO-U5950.13A Accessing Workers' Compensation Claim Information (PDF) (22.19 KB)
POL-U5950.16 Managing Refrigerants

Tribal Lands Statement

Western Washington University's main campus is situated on the ancestral homelands of the Coast Salish Peoples, who have lived in the Salish Sea basin, all throughout the San Juan Islands and the North Cascades watershed from time immemorial. We express our deepest respect and gratitude to our Indigenous neighbors, for their enduring care and protection of our shared lands and waterways.

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