Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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Research/Conference Account Request

University personnel use a Research/Conference Account Request form to request a new account when:

• A faculty member or graduate student sponsors his or her own research.


• An account is required for a conference, seminar, or workshop.

Request exception approval from the Office of Grant and Research Development for an account supporting purposes other than those indicated above.

Direct questions regarding the Research/Conference Account Request to Sponsored Programs Services, telephone 335-2058.

This process is not intended to provide a means to by-pass standard institutional approval systems for sponsored programs.

Monies deposited to such accounts are expended in accordance with existing state and University policies.

Title to purchased equipment resides with the University.

Intellectual property developed using a Research/Conference Account is subject to University intellectual property policies. See Chapter 35 and the Faculty Manual.

By approving the Research/Conference Account Request, the department chair acknowledges that the department is responsible for any overdrafts or disallowances related to the use of the account.

Such accounts expire within two years of the designated begin date. An account may be renewed in up to two-year increments until the original objective of the account is completed. Initiate a Research/Conference Account Request to extend an account's term.

Use of account funds is subject to University policies and procedures and state of Washington regulations and statutes. Regardless of the source, these funds are considered assets of the University. Funds must be expended in a manner that promotes the University-related purposes as documented and approved on the Research/Conference Account Request. If not fully expended, any remaining balance will not be returned to an employee.

The Internal Revenue Service does not allow an individual to claim as a tax deduction a contribution to a research account under his or her control.

Checks payable to WSU from external sponsors may not be deposited to a self-sponsored research account. Accounts supported by external sponsors must be established and approved through the process described in 40.02.

Proper completion and routing of a Research/Conference Account Request form helps ensure that the account request has the support of unit officers and is approved by the Office of Grant and Research Development (OGRD). Print the master on 40.07.4 or fill-in onscreen and print to obtain copies of the form.

The following numbered instructions correspond to numbers on the sample. Unexplained form sections are considered self-explanatory.

Enter the desired termination date. The period between the begin date and termination date must be less than two years. If necessary, accounts may be renewed (see "Expiration" above).

Sponsored Programs Services completes this blank when the account is assigned.

Enter the existing account number.

If the account is to be renewed after the original termination date, complete a new form and mark this section.

Mark this section if the remaining balance is to be refunded when the account is closed. NOTE: Refunds are not made to a WSU employee or WSU employees.

An approving administrator is responsible for assuring that the purpose of the account is consistent with department, college, and University objectives. NOTE: Review and approval of this form is subject to the same criteria as review and approval of other University accounts, including extramural accounts processed in accordance with 40.02.

Any approving administrator may impose restrictions on the expenditure of account funds.

For use by College of Agriculture and Home Economics Finance Office personnel only.

Route each request through the approval chain indicated at the bottom of the form.

Do not route requests for conference accounts or subaccounts to OGRD.

Sponsored Programs Services reviews the form after it has been approved by the other offices and establishes the account.