Revision Memorandum
  BPPM Revision Memorandum

August 1, 2006

Manual Users
Ralph Jenks, Director
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.

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Revised 8/1/06

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