Contracts and Real Estate Office (CREO) CREO Required Documents

All new projects submitted to the Contracts and Real Estate Office (CREO) for processing must be accompanied by a fully completed CREO Intake Sheet in addition to the other required supporting documents.  Please click the contract types below for a list of the other required supporting documents. Send complete project submittals to creo.intake@wsu.edu for processing.

 List of the required supporting documents for the contract types processed through CREO:

ACADEMIC PROGRAM AGREEMENT – required supporting documents

Definition: Academic Program agreements are agreements addressing the business or financial aspects of an academic-related matter, such as an agreement by WSU to reduce tuition in exchange for other benefits or services received. These are typically approved by the Provost’s Office in addition to Finance & Administration.

 

  • Need a completed and approved CREO Intake Sheet (CIS)
  • Does the party you’re contracting with have a WSU ID number?
    • Yes: Provide the WSU ID number 
    • 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

AFFILIATION / INTERNSHIP – required supporting documents

Definition: Affiliation / Internship agreements are agreements where one party is accepting the students (sometimes referred to as interns, trainees…) of the other party for the purpose of an internship, clinical, or similar experience. These agreements are most often used by the Colleges of Pharmacy, Nursing, Medicine, and the Schools or Programs in Nutrition and Exercise Physiology, Speech and Hearing Sciences, and Human Development, though this is not an exhaustive list. Predominantly, the agreements process are those where WSU is sending its students to another party’s facility for an internship or clinical experience. We do also process agreements where WSU is accepting students/interns from another agency, though less frequently. Money is not often exchanged in these agreements.

  • Need a completed and approved CREO Intake Sheet (CIS)
  • Does the party you’re contracting with have a WSU ID number?
    • Yes: Provide the WSU ID number 
  • 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

FACILITY USE – required supporting documents

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. See miscellaneous notes on the Where to Submit (Decision Tree) page for further details on catering and lodging rules. 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 CREO Intake Sheet (CIS)
  • Does the party you’re contracting with have a WSU ID number?
    • Yes: Provide the WSU ID number
  • 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
      • 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

          • 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?)
            • Has the facility use been approved by those with authority to approve?
    • Working Term Sheet: Complete and attach whenever you are asking for a contract to be
      drafted from scratch

INTERAGENCY / INTERLOCAL – required supporting documents

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 CREO Intake Sheet (CIS)
  • Does the party you’re contracting with have a WSU ID number?
    • Yes: Provide the WSU ID number
  • 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

LODGING – required supporting documents

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 CREO Intake Sheet (CIS)
  • Does the party you’re contracting with have a WSU ID number?
    • Yes: Provide the WSU ID number
  • 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
          • 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
  • 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

OTHER – required supporting documents

  • Need a completed and approved CREO Intake Sheet (CIS)
  • Does the party you’re contracting with have a WSU ID number?
    • Yes: Provide the WSU ID number
  • 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

REAL PROPERTY CONTRACTS – required supporting 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 CREO first to determine whether it fits under the definition of real property.

  • Need a completed and approved CREO Intake Sheet (CIS)
    Please pay particular attention to:

    • budget #
    • source/ subsource or object/ subobject
      • Please don’t forget to include any map or depiction, if applicable
      • If Amendment/ Renewal/ Addendum include contract number
      • If any or all Contract Terms are unknown, please insert “TBD”
      • W9 – regardless of revenue/expense
      • 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.

service center / REVENUE – required supporting documents

Definition: Revenue agreements are those agreements in which the University is performing a service, and being paid in return. This does not apply to cost recovery agreements (i.e. facility use agreements where we charge entrants/participants a registration/entry fee). These should generally be executed by a Service Center (i.e. SESRC, WADDL).

  • Need a completed and approved CREO Intake Sheet (CIS)
  • Does the party you’re contracting with have a WSU ID number?
    • Yes: Provide the WSU ID number
  • Specify why you are authorized to accept revenue (e.g. the name of your service center)
  • Working Term Sheet: Complete and attach whenever you are asking for a contract to be
    drafted from scratch

SPEAKER / PERFORMER – required supporting documents

Definition: These agreements are generally put into place when WSU hires a speaker or performer (i.e. Mom/Dad’s Weekend entertainment, MLK Day keynote, etc.). Note, this does not include instances in which we allow a WSU staff/faculty member to speak/perform at another agency. Also note, that speaker/performer agreements for a strictly faculty/staff audience should go through Purchasing (Personal Services). However, if it’s open to the public or students (Client Services), the Contracts and Real Estate Office will usually process it.

  • Need a completed and approved CREO Intake Sheet (CIS)
  • Does the party you’re contracting with have a WSU ID number?
    • Yes: Provide the WSU ID number
  • Is WSU paying money to the other party (including honoraria, reservation fees, deposits, direct billing, or having a credit card on file with the other party)?
    **Note: honoraria are prohibited from being paid via gift card. Be sure to mention if honoraria are contemplated to be paid on a PCard though, as each individual situation will need to be discussed with the Controller’s Office.**

    • 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