Request | Required Documents

Definition: Real property is considered any agreement that entails the lease/purchase/sale of land, lodging agreements in excess of thirty days duration, building leases of any length, or facility use agreements in excess of thirty days (this is not a hard and fast rule, just a general guideline), storage unit rentals, and demonstration gardens. If you’re unsure, please contact REBO first to determine whether it fits under the definition of real property.  

• Need a completed and approved Contract Request Form. Please pay particular attention to:
  • Region/Fund/Cost Center/Program/Grant/Gift worktags
  • Spend/Revenue category
    • Please don’t forget to include any map or depiction, if applicable
    • If Amendment/ Renewal/ Addendum include contract number
    • Are you requesting preparation of the document?
    • If you are providing a document for review, please send a “word doc” for review/editing purposes
• Working Term Sheet: Complete and attach whenever you are asking for a contract to be drafted from scratch.

Please call 509-335-2252 if you have any questions.

Use requests for longer than 30 consecutive days are managed by RES.

Definition: Facility Use agreements are generally used for short-term rentals of buildings or meeting space. We do have “master agreements” in place, where our clients can use a facility ad hoc under previously agreed-upon terms and conditions, for a certain period of time. WSU can rent another party’s space, or another party can rent WSU’s space. These agreements can include catering and/or hotel rooms. Also see the Real Property Contracts section for information on what constitutes a real property agreement, as opposed to a facility use agreement. Standard template Facility Use agreements are also available.

• Need a completed and approved Contract Request Form
• Does the party you’re contracting with have a WSU ID number?
  • Yes: Provide the WSU ID number on the Contract Request Form, under Supplier/Customer Information.
  • Is WSU paying money to the other party?
    • No: No supporting documentation required
    • Yes: Determine the method of payment and enter on the Contract Request Form, under Supplemental Information in the Additional Information box.
      • Drag and drop a fully filled out W9 into the appropriate box Supplemental Information on the Contract Request Form.
        • P.O.: Not an authorized method
        • University Check: No supporting documentation needed
        • Purchase Card: Must be in compliance with BPPM 70.08
    • If we’re renting someone else’s facility and NO lodging is included, is it a public facility (federal, state, county, PUD, or city owned)?
      • Yes: No supporting documentation required
      • No: Need a signed State Administrative and Accounting Manual (SAAM) Justification form as required by the State Administration and Accounting Manual Policy 10.10.55.This form requires the signature of the Dean. Chair, Director or Assistant thereof.
  • Is the other party paying money to WSU?
    • No: No supporting documentation required
    • Yes: Specify why you are authorized to accept revenue (e.g. do you have a service center?)on the Contract Request Form under Supplemental Information in the Additional Information.
      • Has the facility use been approved by those with authority to approve
      • Does the Contractor require a Certificate of Insurance from WSU?
      • NO : No supporting documentation supplied
      • If YES, complete form, email to riskmanagement@wsu.edu and attach a copy to the Contract Request Form. Does the party you’re contracting with have a WSU ID number?
• Working Term Sheet: Complete and attach whenever you are asking for a contract to be drafted from scratch.

Definition: These agreements are entered pursuant to the Interlocal Cooperation Act (RCW 39.34 et seq.) between two Washington public agencies or governmental units (at the local, regional or state level), or between a Washington public agency and an agency from another state, or between a Washington public agency and an agency of the federal government, and can cover a wide variety of performance and scopes of work.

• Need a completed and approved Contract Request Form
• Does the party you’re contracting with have a WSU ID number?
  • Yes: Provide the WSU ID number on the Contract Request Form, under Supplier/Customer Information.
  • Is WSU paying money to the other party?
    • No: No supporting documentation required
    • Yes: Determine the method of payment
      • Submit a fully filled out W9
        • P.O.: Not an authorized method
        • University Check: No supporting documentation needed
        • Purchase Card: Must be in compliance with BPPM 70.08
    • Is the other party paying money to WSU?
      • No: No supporting documentation required
      • Yes: Specify why you are authorized to accept revenue (e.g. do you have a service center?)
  • Working Term Sheet: Complete and attach whenever you are asking for a contract to be drafted from scratch.

Definition: Lodging agreements are for the short-term use of a hotel, but can include catering. If the agreement entails meeting space or mentions ‘facility’ (even if fees are waived) then it becomes a Facility Use Agreement. See the Real Property Contracts section for more information.

• Need a completed and approved Contract Request Form
• Does the party you’re contracting with have a WSU ID number?
  • Yes: Provide the WSU ID number on the Contract Request Form, under Supplier/Customer Information.
  • Is the lodging for University employees?
    • No: No additional documentation required
    • Yes: Are there less than five employees AND is the agreement providing cost savings to the university?
    • No:
      • Are they accompanying students?
        • No: Need a Direct Bill Exception from the Controller’s Office. Payments of lodging expenses for WSU employees must be in compliance with BPPM 95.06.
        • Yes: No supporting documentation required
    • Yes:
      • Are they accompanying students?
        • Yes: No supporting documentation required
        • No: Need a Direct Bill Exception from the Controller’s Office. Payments of lodging expenses for WSU employees must be in compliance with BPPM 95.06.
    • Is WSU paying money to the other party (including reservation fees/deposits, direct billing, or a credit card held on file)?
      • Yes:
        • Submit a fully filled out W9
          • Determine the method of payment
          • P.O.:Not an authorized method
          • University Check: No supporting documentation needed
          • Purchase Card: Must be in compliance with BPPM 70.08
• Working Term Sheet: Complete and attach whenever you are asking for a contract to be drafted from scratch.