WSU Extension

County Operations

Policies & Procedures

WSU Business Policies and Procedures (BPPM)

WSU Extension Policies and Procedures

 

Who Pays for What?

Reorganization of WSU Extension County Fiscal and Personnel Operations Archive

Extension Fiscal and Personnel Contacts Matrix

(updated at 01/18/12)

Forms

 

Accounting

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Account Types

Acct Type

Source of Funds

Using Funds

 

 

Operations

Allocations

 

Accruals from grants

 

Expenditure recoveries

Use for purchasing supplies, local travel and travel to professional meetings, equipment, and timeslip wages.

Expend funds through standard University forms and procedures (e.g. purchase requisitions, travel expense vouchers, invoice vouchers, etc.). Route the appropriate travel or purchasing form(s) to ext.puyallup@wsu.edu.

 

 

Workshop

 

Cash Deposit Report 30.53.8

Speaker Travel and Speaker Fees 95.25.1

Credit Card Access Request

Transaction Type Request

Credit Card Refund Form

WSU Extension Online Conference Registration System (OCRS)

Sample Workshop Reconciliation Report

Revenue (registration fees) from short-term, non-credit training classes

 

 

Reimbursements to cover expenses of the training class

All revenue deposited is assessed an 8% administrative fee that is collected and retained by the university Controller’s Office.

Accounts may be set up for individual educators or for units, and single or multiple trainings.

Use for direct costs of conducting workshops such as purchasing supplies including namebadges and copying, travel for participants and speakers speaker fees, equipment used for the workshop, and timeslip wages.

The Extension Educator creates a spreadsheet showing profit or loss for each training session.

Expend funds through standard University forms and procedures (e.g. purchase requisitions, travel expense vouchers, invoice vouchers, etc.). Route the appropriate travel or purchasing form(s) to ext.puyallup@wsu.edu.

 

Service Center

 

Service Center Application Form

 

Service Center Rate Proposal Spreadsheet

 

Service Center Questionnaire

 

Revenue from when a unit charges for goods, services and/or use of equipment

 

 

The University shall not engage in any sales activity solely for the purpose of raising revenue

 

 

Two types of Service Centers: Recharge Operation and Enterprise Account

All revenue deposited is assessed an 8% administrative fee that is collected and retained by the university Controller’s Office.

Recharge Operation (Sales to University Units): Use as a method for generating revenue to offset costs for providing services to the University community. Examples include Extension Publications, motor pool, imaging center, central stores, or a unit that charges fees for publications, copying, or equipment use.

Enterprise Account (Sales to the non-WSU Entities): Use to make sales to non-WSU entities, although services may also be provided to internal faculty, staff, and students. The goods or services must be directly related to the educational, research, or public service mission of the University; not commonly available in the private marketplace; and in demand from the external community. The price or fee for the good or service is established at to account for the full direct and indirect cost, including University overhead.

Requires the completion of a Service Center Application, Service Center Rate Proposal Spreadsheet, and Service Center Questionnaire, and annual review of service center rates.

Expend funds through standard University forms and procedures (e.g. purchase requisitions, travel expense vouchers, invoice vouchers, etc.). Route the appropriate travel or purchasing form(s) to ext.puyallup@wsu.edu

 

 

Gift Development

 

Gift Transmittal Form

17A Allowable Expenditures

Donations from private individuals or non-governmental sources, which do not have contractual terms and/or conditions

 

 

Fundraising events

Fundraising Example: You purchase plants from a nursery at $10 and sell them for $30 as a fundraiser. Each sale would be a $20 donation from the purchaser. You would type a gift transmittal form for the full $30 to go into your county 17A account indicating $10 is sale of the product and $20 is a donation. If the nursery donates the plants to you so you can sell as a fundraiser, you would also type a gift transmittal giving donation credit to the nursery for their donation of the plants

Use for items not allowed on your other accounts to further the county program including supplies, travel, equipment, and timeslip wages.

Expend funds through standard University forms and procedures (e.g. purchase requisitions, travel expense vouchers, invoice vouchers, etc.). Route the appropriate travel or purchasing form(s) to ext.puyallup@wsu.edu.

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Diversity

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Emergency and Safety

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Equipment Inventory

  • Vehicle Inventory and Billing Process for FY12

  • Vehicle Insurance Premium Rates for FY12

  • Vehicle Satellite Glass Repair

  • Property Inventory Policies and Procedures

  • Property BPPM 20.00

  • Sample Departmental Inventory Spreadsheet

  • Small and Attractive Items List

  • Inventory Control Report

  • Surplus Disposal Information

  • SDR Instructions: At this time users will not have the ability to save their work and come back and edit at a later time. Please plan accordingly when starting your surplus entries. If you get started and need to quit for some reason go ahead and submit the request for what you have entered. You can create multiple SDR’s for one pickup. Go to the Surplus Stores web site at http://facops.wsu.edu/Surplus/sur_disposal.htm
    • Log into myFaciliites with your user name and password (same login and password you use for checking your paystub)
    • Click on “Work Requests”
    • Click on “Request pick-up or drop-off Surplus items”

    Step 1

    • To Drop Off your Items at Surplus in Pullman: Click your cursor into the facility box and type “General Storage Bldg,” skip the room number, check the box “Other,” and type your department’s name followed by “Drop Off” in the box. For example, “XX County Drop Off”
    • To Send your Items to State Surplus: If your location requires you to use State Surplus in Tumwater, click your cursor into the facility box and type “General Storage Bldg,” skip the room number, check the box “Other,” and type your department’s name followed by “State Surplus” in the box. For example, “Mt. Vernon State Surplus.” Surplus Stores will use your submitted list to notify State Surplus, so please be accurate with your list of surplus items. A staff member from your department must be present at the time of pick up and you will need to have your signed SDR printed and ready for signature when State Surplus shows up.

    Step 2: Describe your items

    • Chose your “Category” from the drop down box
    • Chose your “Sub Category” that best describes your item.
    • Enter the WSU Property Inventory number or the Departmental Inventory number. If the system does not find your inventory number follow the onscreen prompt. If your item does not have an inventory number, leave it blank.
    • Type in the “quantity” of items. If your items do not have inventory numbers you can put multiple quantities of each like group of items on one line. For example, if you have 15 chairs with no numbers, you would select from the Category “Furniture” and Sub Category “Chairs” from the drop down menus, and put 15 in the quantity box. You can do the same with keyboards, mice, desks, etc. that do not have numbers.
    • In the “Official Description” box, type your item description (model number, serial number, etc).
    • Click the “Add” button.
    • Continue this step for each item.
    • If you only have one item scroll down the page for Step 3.

    Step 3: If you are dropping off surplus, indicate what day and approximate time you will be going so someone can assist you.

    Step 4: For counties, choose Linda Loos as your equipment coordinator’s name from the drop down list, and click the “Submit” button. The system will send an email asking for approval of the SDR. All SDR’s whether they contain inventoried items or not will require approval from equipment coordinators. This is done to ensure that items are not sent to surplus that may have an intended use somewhere else in your department. I will e-mail back a signed copy for you to include with your pick up or drop off. The printed form is also your department’s disposal record and will need to be filed according to the WSU Retention Schedule.

    Computer Hard Drive Destruction: There is no fee to have Surplus Stores wipe or destroy your hard drives. Just leave your drives in the machines when you send to surplus and we will take care of them for you. Surplus will do a 3 pass binary overwrite on the drives that we plan to reuse. Hard drives that will not be reused will be crushed and destroyed. Please do not attempt to destroy the drives yourself as there are e-scrap laws that we must follow and the drives contain valuable recyclable material that we do not want to waste.

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Grants and Contracts

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Graphic Identity Program

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Mail and Postage

  • Mail/Postage Allocations

    • Direct your requests for additional postage for the meters to the Business and Finance Office.

  • USPS Non-profit Bulk Mail

    • Bulk Mailing Fees: E-mail a completed Washington State Invoice Voucher to ext.puyallup@wsu.edu at least 10 days prior to your mailing. Type Special Endorsement in the vendor/claimant signature box. Specify that you want the check mailed to your county in the body of the voucher. The Puyallup Office will e-mail it to Accounts Payable to have the check cut.

  • USPS Zip Code Locator

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Meeting Management

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Personnel

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Getting Published

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Purchasing

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Records Management

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Travel

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Volunteers

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WSU Extension County Operations, 412 E Spokane Falls Blvd, Room 211, 99202-2131, 509.358.7960, Contact Us