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Contracts Types of Contracts Expenditure Requests Clovers Travel

Contracts

WWU Contract Administration Website

Contract Admin contact info: contractadmin@wwu.edu / 360-650-3340 Contract Amin FAQ’s

WWU Contract Policies

Contract Administrator for Student Engagement: Susanna Schronen Contact info: schrons@wwu.edu / 360-650-3150 / Teams message

Deadline for contracts: Contracts needs to be submitted for review at least 1 week prior to event.

Approval Workflow:

  • Contract Submitted by Supervisor.
  • Susanna (or Cynthia as backup) updates with the fields that are required and, most importantly, sets the "Approved to Form Yes/No."
  • Susanna works with Shawna in Contract Administration to update the ASVU Workflow Title and then can "Request Approval" from the Supervisor.
  • Once approved by the Supervisor, Susanna will send out the Docusign form for signatures.
  • Note: any contracts using the Contractor's Document (and not Western's Approved to Form contracts) are administrated by Contract Administration. They will be in contact with the Supervisor for approval and send out the Docusign form.

Types of Contracts

What is needed:

  • Contractor (Artist/Speaker/Performer) Legal Name
  • Representative (if any)
  • Address
  • Phone
  • Email
  • Date/Time/Place of event
  • Scope of work
  • Payment Amount
  • Travel (if any)

Used for food trucks, short term vending at an event (i.e. pizza vendor at an Outdoor film) and catering outside of Chartwells, mostly at heritage dinners when the food is specific to a culture.

What is needed:

  • Contractor (Restaurant) Business Name
  • Representative (if any)
  • Address
  • Phone # of main contact
  • Email Address of contact person
  • Date/Time/Place of event
  • Term of Contract (items being sold, how long is event, what are they doing for us)
  • Payment Amount

Documents needed from business:

  • Business License
  • Health Department Permit
  • Certificate of Insurance (COI) - showing general liability insurance and naming WWU as additionally insured. The way our contract office needs to see that stated is: Western Washington University, its trustees, officers, directors, employees and volunteers shall be named as an additional insured

Language needed to be added to the Approved to Form document:

“Contractor shall obtain all necessary releases from any individual appearing in any image or video segment produced to the University as part of this project. Contractor shall also provide the University with a copy of all licenses necessary for the inclusion of any images or music used in creating the above-referenced Videos. PUBLICITY Contractor shall not use in its external advertising, marketing programs, or other promotional efforts, any data, pictures, or other representation of the University except on the specific, written authorization in advance of University management. USING THE UNIVERSITY’S NAME, LOGO OR OTHER IDENTIFYING MARKS The Contractor recognizes and acknowledges that all rights and goodwill in the University’s name, logo and other identifying marks are the exclusive property of the University. The Contractor may include the University’s name, logo or other identifying marks on its website or other media with prior written permission from the Office of University Communications at (360) 650-3350. Such use must comply with the University’s Identity Information, including its logo usage, outlined on the Brand Central webpage of the Office of University Communications website (http://news.wwu.edu). The University reserves the right to terminate the Contractor’s license or permission for such use at any time and without cause being stated. The University may announce its affiliation with the Contractor on its website or other media in a manner deemed mutually acceptable to both Parties. COPYRIGHT All use of materials produced for the University under this Agreement are considered to be a Work Made for Hire and all copyrights to the Videos produced and any photographs or video segments, including any derivative works using segments of video and photographs produced in fulfilling the obligations of this Agreement, will belong solely to the University, subject to applicable laws and the provisions of Western Washington University’s Patent and Copyright Policy as promulgated under WWU POL-U4520. The University may use the Videos provided hereunder for any purpose, in the sole discretion of the University, including but not limited to commercial

use in the promotion of University programs and courses, marketing by use of website or E-commerce, or for use in any University-sponsored activity. The Contractor shall have no future rights of use of any materials produced for the University under this Agreement beyond those rights specifically granted to the Contractor herein. RELEASES Contractor acknowledges that students being interviewed as part of this Agreement are afforded protection from the commercial or public use of his or her image by University Policy and as a matter of public policy and pursuant to any applicable law. Contractor hereby agrees to obtain a Student Release, a sample of which is attached hereto as Exhibit A, from each and every student interviewed for inclusion in any photograph or video segment which is made in the fulfillment of this Agreement, and shall furthermore produce the original signed releases to the University prior to requesting payment for delivery of the Videos. Contractor will furthermore obtain a Release from any faculty member or individual not associated with the University who is interviewed as part of the fulfillment of Contractor’s obligations under this contract, and will provide the original release to the University along with the Videos produced hereunder.”

Used for vendors selling t-shirts, jewelry or other non-food items at Student Engagement events.

Used for ongoing, yearly Vendors Row vendors at the Viking Union.

Used for groups outside of WWU participating at the ropes course (led by a WWU employee) at Lakewood.

Used for Arts and Music Production's art gallery in the Viking Union.

Expenditure Requests (ER)

Expenditure Request form

WWU Purchasing Policies

Sections on form:

Form of Payment:

  • Student Reimbursement – complete with student's current address, W#, phone and WWU email. All fields must be entered. Check runs are every Wednesday, so the Expenditure Request (ER) needs to be verified and approved to the VU Finance Office email (vu.fo.esign.forms@wwu.edu) by Monday morning. Receipts are required for reimbursing purchases. Google map screenshots acceptable for mileage reimbursements.
  • AS/VU Pcard to be checked out from VU Finance Office – The ER needs to have a comment listing the date and time preferred for borrowing a pcard. VU Finance Office staff will confirm or adjust with student contact via email. Pcards cannot be held overnight or for the weekend; they are available during office hours only: M-F, 9-4.
  • Hold Check – these are used for Performers who have a signed contract in Contract Management Module (CMM). The check is picked up by the VU Finance Office staff and held at the VU Finance Office (room VU538). The student/department signs for the check which is to be handed to the performer after their performance. The contract and approved ER must be approved to Accounts Payable by Monday for a Wednesday check run. Therefore, the ER needs to be approved to the VU Finance Office esign mailbox early enough before the performance to accommodate this.
  • Mail Check to Address – to pay vendors (businesses). Ependiture Request needs to be approved to VU Finance Office esign mailbox by Monday to get it to Accounts Payable (AP) by Wednesday’s check run. Invoice must be attached, detailing costs and total. If it is a new vendor, a W-9 needs to be obtained before it can be forwarded to AP. Payment Information section needs to be completed with address and W# for this form of payment.
  • Open Order – used to cover costs for interdepartmental purchases.
  • Pcard Purchases – when staff who have a pcard makes a purchase that will be reconciled in payment.net. A receipt needs to be attached to the ER for backup / audit purposes.
  • Purchase Order (PO)– There are only 3 businesses that now accept our PO’s: Fred Meyer; Pizza Time, Swank. The VU Finance Office staff creates the PO and emails it to the student and supervisor. This PO needs to be printed out and handed to the vendor upon pickup of purchases. Receipt must come back to the VU Finance Office (VU538) in order for the vendor to be paid (Pizza Time sends invoices at end of quarter).
  • University Credit Card (Finance Office Places Order) – all pertinent details (links, carts, etc.) need to be attached or listed on the ER so the VU Finance Office staff can place the order. All orders are delivered to the VU Finance Office (VU538). Students/departments are emailed when product arrives for pickup. Shipping and tax need to be added to the NTE (not to exceed) amount. If the actual order total is over 10% of what is listed on the ER, the ER will be disapproved for updating by the advisor/ budget authority. Please allow adequate time before the event (a minimum of 1 week, preferably 2 weeks) for delivery. Sometimes a delivery will go directly to Mail Services which then delivers to our office next day.
  • Western Marketplace – VU Finance Office staff places the order through Western Marketplace website. Products will be delivered to VU Finance Office (VU538) for pickup.

Payment Information:

For reimbursements, hold & mail checks, the entire section with current address and W# do need to be completed. Other forms of payment can just list the vendor name.

“Description of Items” – links to the website product is super helpful (ex. Amazon orders). Another help is the login and password information (with items in a cart) for more specialized websites.

Budget Information:

  • Please verify the budget and account codes. All clubs have an activity code (ASBxxx). An updated Student Engagement Chart of Accounts will be sent every quarter at a minimum which will have any updates to clubs and departments budget strings.
  • For food / beverage purchases: any time E263, E287 are used, the Food/Beverage section must be completed by selecting “yes”.
  • For gift / prize purchases: an additional form needs to be started and approved before purchases can be made or reimbursed (Request to Provide Award, Prize, Incentive, or Gift esign form). The winner’s name and W# MUST be obtained in order to comply with University policy. The VU Finance Office staff can update the winner’s information and lock these forms. The account code to use is always E662. Please refer to University Standards for Gifts Awards Prizes for details.

Notes:

The Event name and date is super helpful for prioritizing action by our office. We ideally ask a week to process orders and shipping time needs to be considered as well. Reimbursement/Mail Check requests need to be at the VU Finance Office by Monday morning in order to get to Accounts Payable for the Wednesday check run.

For student reimbursements ONLY – the Budget Authority must initial the attestation. All other forms of payment do not need the Budget Authority’s initial in this section.

Routing the form:

Students start/submit the form to the supervisor (budget authority) for review and approval to the VU Finance Office email or the Financial Manager (see next note).

Purchases over $1000.00 and travel all need to be approved by both the Financial Manager (Michael Sledge) and the Vice President of Student Activities. Our office can assist with routing to these offices.

Requesting a Clover

Student Engagement Clover Esign Form - used for Student Engagement Clovers and change fund requests.

Deadline: Approved form needs to be in our inbox 3 business days prior to event. Please start the form early enough to meet this deadline.

Section Notes:

Section II: Event information needs to be detailed and accounts verified by the Supervisor before approving the form to our office. Event date and time must be entered.

*If there are any changes to the event, the form can be updated and resent (“approved”) to VU Finance Office esign inbo (vu.fo.esign.forms@wwu.edu).

Cash question requires a “yes” or “no” answer. Supervisor to contact club / office if not selected.

Section III: Student must click both boxes to acknowledge the agreement.

Section IV: The VU Finance Office staff reviews and either “approves” or “not approves” the clover request. In the comments section, we confirm the budget string, account codes and passcode for the clover device if approved. If not approved, we detail the reasoning for this determination.

Process:

The VU Finance Office staff contacts the student on the form via email regarding the approval or disapproval of the request, detailing training and procedural instructions.

Training takes about 5 minutes and occurs when the students check out the device & change fund.

Note: devices and change funds must be checked out and returned same day. Only specific circumstances can be pre-approved for holding the items overnight. These requests must be clearly written on the clover form and approved by the supervisor and the VU Finance Office. Details on how the items will be located and secured (locked up), Time of check out and date/time of return, are all required information.

The VU Finance Office is located at VU538 and is open M-F, 9-4. Building Managers are available to help with items after hours (4pm – VU closing) for approved events outside business hours.

Any baked goods being sold must be described and not listed as "baked goods". An acceptable description is "chocolate chip cookies" or "store bought donuts". Please see Whatcom Co. Bake Sale Guidelines for additional details.

Using the Student Business Office (SBO - Old Main):

If the VU Finance Office cannot accommodate the request AND it is 2 weeks before the event, we will refer the club / department to the Student Business Office (SBO). Last minute requests cannot be processed by the SBO.

SBO request for Change Fund & Virtual Terminal esign form

SBO accepting payments website

Note: For other departments that frequently borrow our credit card readers, the SBO has implemented a $20 late request fee for event requests submitted with less than five days' notice. Initially, they exempted clubs from this fee because such requests were rare due to the availability of Clover devices. However, if the frequency of last-minute requests from clubs continues to increase, this exemption may no longer apply.

Travel

Student Engagement Travel Form

WWU Travel Services Website

WWU Travel Policies

Business Travel:

Purpose of travel is for attending conferences, seminars, and workshops which enhance the growth of the organization. This includes travel related to programming and Student Engagement business operations. Student Engagement departments will, in most cases, pay for transportation, lodging, registration fees and per diem expenses. This is considered official state travel.

**At this time, no Student Engagement business travel is allowed due to budgetary restrictions**

Activity Travel:

Purpose of travel is to attend club leadership/organizational development conferences, social or recreational activities which will enhance a particular organization’s operation. Participants of activity travel are expected to cover expenses associated with travel, but funding sources are available through the Activities Council and Ethnic Student Center Budget and Planning Committee.

Contracted Travel:

This section is to address travel for visiting artists and speakers.

  • Travel, lodging, and food expenses for visiting artists and speakers must be included as a condition of the contract. Expenses for guests of the artists or speaker will not be paid for unless it is a condition of the contract.
  • It is preferred that the contractors pay for travel themselves and be reimbursed upon completion of contract and providing a copy of receipts (this is required for airfare and car rentals). The contractor can be reimbursed for mileage not to exceed the WWU mileage rate.
  • Food for visiting artists and speakers can be paid for in several ways. A per diem amount for food can be included in the contract and paid directly in a check to the contractor. A "not to exceed" amount for hospitality can be included in the contract and the Student Engagement sponsor will purchase and provide the food. Meal buy-out check amounts can be indicated in the contract. Student Engagement event sponsors can take artists/speakers out to eat at a local restaurant (please see Student Engagement Standards for details).
  • It is preferred that the University (VU Finance Office) make the arrangements and pay for lodging because a discounted state rate is available in most instances.

Travel Form (TF): This is required when traveling outside of Bellingham. Travel Form must be completed and submitted a minimum of two weeks before travel date; one month before if using air travel. No funds can be expended until the Travel Form has been approved through the Financial Manager.

Expenditure Request (ER): An ER is required to receive reimbursement or pay for, meals, lodging, registration and/or transportation costs. All expenses must be approved by through the Financial Manager of the Student Engagement, Ethnic Student Center or ASWWU departments.

The Travel Form needs to be routed and approved through Michael Sledge a minimum of 2 weeks prior to departure. There are no exceptions to these procedures.

FYI, the VU Finance Office cannot make partial payments with the university credit card. If any tickets/reservations are higher than not to exceed amount, the only option is for the recipient to purchase the tickets/reservations and submit an Expenditure Request for reimbursement.

Airlines:

(all information below needed for each traveler)

  • Name as listed exactly on ID to be presented at airlines
  • Date of Birth
  • Gender (as indicated on ID)
  • Cell phone number
  • Email address
  • Flight dates and airports of departure and arrival
  • Preferred flight times for departure and arrival (all directions for roundtrip)
  • Need a traveler contact name and number for any questions or to set up a meeting

Hotel:

  • Hotel name, phone number, website address
  • Check in & check out dates (exact dates)
  • Quantity of rooms
  • Quantity and size of bed(s) per room (ex. 1 King, 2 Queens, etc.)
  • Full name of guest for reservation
  • How many people per room
  • Contact name and number (if questions arise)

Registration:

  • Website address and login information
  • First and Last name of each attendee
  • Contact cell and email
  • Dietary restrictions (if needed)
  • Emergency Contact name and number (if needed)
  • Contact name and number of traveler (if questions arise)

Car Rental:

WWU has an agreement with Enterprise rental. Student travelers do not need to have the 25-years-old minimum age requirement because of our contract with them.

  • Dates and time of pick up and drop off
  • Location of pickup and drop off
  • Size of vehicle / # of occupants in vehicle
  • Name and age of who will be driving (they must complete the Driver Training Canvas course)
  • Contact name and cell number of traveler (for any questions)

Personal Vehicles:

  • Student drivers must complete the Driver Training Canvas course and approve the Travel Form as recognition of course completion.
  • As of January 1, 2025, personal vehicle mileage rate for reimbursement is $0.70/mile. A Google Map showing the route can be attached to the travel form as backup for reimbursement.
  • If gas is to be reimbursed, all receipts MUST be attached.

Student Engagement Motor Pool Vehicles:

Motor Pool vehicle reservation form may be found through Mazevo. Cost is per mile (which includes gas).

Ferry Travel:

An official letter that confirms that your travel is official state business must be obtained from the VU Finance Office prior to travel in order to receive the state discounted rate on ferry tolls.

Food / Per Diem:

WWU Travel Services Per Diem webpage

Bellair Airshuttle:

Bellair Charters & Airporter website

  • Flight dates and times (if available)
  • Single or roundtrip
  • Name of passenger
  • Pick up is generally Bellingham Four Points Sheraton and drop off at SeaTac
  • Contact name and cell number of traveler (for any questions)