UW-GS 6 Financial Records (for state and non-grant budgets)

-A--B-C--D--E--F--G--H--I--J--K--L--M--N--O--P--Q--R--S--T--U--V--W--X--Y--Z


-A-


Accounts Receivable:  Documentation of charges and billing process for goods and/or services rendered.  Documents adjustments to accounts.  May include (determination of fees) documentation, work orders or service requests (may be in the form of field orders or invoice vouchers) logs of goods and/or services provided, receipts, billing statements and related documents.

Official Copy: Any Office
Retention: 6 years after date of document
Disposition Method: Shred or Delete

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Airbills for Expedited Mail Service Carrier: considered a Billing Source Document.

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Animal Request/Order Forms: Requests for the purchase of animals to be used in research.

Official Copy: Department of Comparative Medicine
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: Any Ordering Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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Appeals-Fines: see Petitions and Waivers.

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Audit Reports -- Internal Auditor: Documentation of findings reported as a result of an audit by UW Internal Audit.

Official Copy: UW Internal Auditor
Retention: 6 years after administrative purpose served
Disposition Method: Transfer to Archives

Other Copy: Any Audited Office
Retention: 3 years after resolution of audit issues
Disposition Method: Shred or Delete

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Audit Reports -- State or Independent Auditor: Documentation of findings reported as a result of an audit by the State Auditor or by an independent auditing firm.

Official Copy: Any Audited Office
Retention: 6 years after resolution of audit issues
Disposition Method: Transfer to Archives

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-B-


Bank Records: A record of transactions with a bank. May include deposit slips, cash register or adding machine tapes attached to bank-validated deposit tickets, monthly statements, etc.

Official Copy: Procurement Services, or Departments with Direct Deposit
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWT: Finance Department: Cashier
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred or Delete

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Bid Documents: A record of proposals (bids) received from vendors for goods or services, in response to a solicitation (RFx).  May include any type of RFx, including  RFP, RFQ, RFQQ, RFI, or ITB, awarded or denied bids, bid evaluation forms, correspondence, opened bids and correspondence relating to solicitations which were later cancelled, etc.

Official Copy:Procurement Services
Retention: 6 years after contract awarded or solicitation cancelled
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 1 year after award of bid or solicitation cancelled
Disposition Method: Recycle or Delete

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Billing Source Documents: Documentation used by UW Recharge/Cost/Service Centers (e.g. Mailing Services, Fleet Services, Facilities Services, Creative+Communication, University Temporary Services, Telecommunications, etc.) to prepare Cost Transfer Invoices (CTIs), Internal Sales Documents (ISDs), recharge documents, journal vouchers, or invoices for the purpose of charging other budgets or non-UW entities for services or supplies. May describe, in greater detail than billing document, the service or supplies provided. May include work orders, service requests, logs of goods/services provided, etc.

Official Copy: Any Issuing Office
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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Budget Activity Reports (BARs): Report budget revenue and expenditures for a single month.

Official Copy: Procurement Services
Retention: 6 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose if not used for oversight or reconciliation activity
Disposition Method: Recycle or Delete

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Budget Number Requests: Provides a record of requests by an office to establish a new budget number.

Official Copy: Budget Office
Retention: 6 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 1 year after budget closed
Disposition Method: Recycle or Delete

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Budget Preparation Files/Working Papers: Document departmental budget planning process for a biennial budget proposal. May include correspondence, reports, statistics, etc.

Official Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Transfer to Archives for review

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Budget Requests -- Final: A record of the final biennial budget request from Deans, Vice Provosts or Vice Presidents.

Official Copy: Budget Office
Retention: 4 years after end of biennium
Disposition Method: Transfer to Archives

Other Copy: Deans' or Vice Presidents' Offices
Retention: 2 years after end of biennium
Disposition Method: Transfer to Archives

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Budget Revision Documentation: A record of requests for adjustments in the final budget proposal. May include Request for Budget Revision, correspondence and related supporting papers.

Official Copy: Budget Office
Retention: 4 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: Deans' or Vice Presidents' Offices
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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Budget Status Report (BSRs): Summarize budget revenue and expenditures cumulatively from biennium beginning to current month.

Official Copy: Procurement Services
Retention: 6 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete

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Budget Status Summary Reports (BSSRs): Cumulative monthly summaries of financial activity from the beginning of a biennium to the current month at the subsidiary ledger level.

Official Copy: Procurement Services
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete

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-C-


Cash Register Tapes: Chronological record of cash/credit card transactions at each register.

Official Copy: Cost Centers
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred or Delete

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Cash Transmittals: Report currency and checks transferred from a UW department to Student Accounts: Cashier's Office, or directly to the bank (Direct Deposit), and credited to UW budgets.

Official Copy: Procurement Services
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Official Copy: Student Fiscal Services
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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Check Requests: Requests for a check to be written by Procurement Services. Includes name of recipient, reason for payment, amount, approval signature, check number, date account charged, etc.

Official Copy: Procurement Services
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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Collections Files: A record of efforts to collect payment on outstanding invoices or on checks returned because of insufficient funds (NSF). May include collection letters, correspondence with collection agency, logs of collections actions, lists of uncollectable accounts, Aging Reports, etc.

Official Copy: Housing & Food Services: Accounting Services, or any office authorized to maintain its own billing/collection system
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

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Consolidated Budget Status Report: Monthly report which consolidates department state-funded budget information. Provides a cumulative summary of financial status. Includes budget name, budget number, funding agency, budget period, etc. Generated for reference purposes from Financial Accounting System database.

Other Copy: College/School or Department
Retention: until superseded
Disposition Method: Recycle or Delete

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Contracts and Agreements--now located in UW General Schedule, Section 10, Contracts and Agreements


Copy Services Order Forms: considered a Billing Source Document.


Corporate Travel Account Approvals:  Provides a record of Corporate Travel Account transaction approval and reconciliation. Includes reviewed and signed UW Transaction Detail with Notes & Account Codes Report, invoices and receipts.

Official Copy: Any Office
Retention: 6 years after end of month
Disposition Method: Shred or Delete

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Cost Transfer Invoices (CTIs): considered a Billing Source Document.


Credit Card Charge Records: A record of amounts charged to a credit card in payment for goods or services. May include statements, charge slips, and related invoices. Does not include ProCard records.

Official Copy: Student Fiscal Services (for payment received)
Retention: 6 years after date paid or determined uncollectable
Disposition Method: Shred or Delete

Official Copy: Procurement Services (for payment made)
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method Shred or Delete

Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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-D-


Data Collection Form:  see Data Collection Form in section 10 of the UW General Schedule, General Office Administration Records.

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Delegation of Authority: Documents the signed delegation of authority for individuals authorized to make purchases on specific state or gift budgets.

Official Copy: Any Office
Retention: 6 years after termination of authorization
Disposition Method:  Shred or Delete

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-E-


Endowment Fund Records: Correspondence and summary reports related to trust agreements, establishment of endowment funds, use of funds, etc.

Official Copy: Treasurer's Office
Retention: 6 years after endowment liquidated
Disposition Method: Transfer to Archives for review

Other Copy: College/School or Department
Retention: 1 year after funds dispersed
Disposition Method: Transfer to Archives for review

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 -F-


Field Advances: Provides a record of Field Advances, which provide a temporary source of funds that cannot be paid for using traditional methods (i.e. purchase orders, check requests, UW Travel/Procurement credit cards).  Issued to individuals conducting official UW business in remote areas where checks and credit cards are not accepted, or issued as per diem advances for individuals not on UW payroll, or may also be used as research subject and incentive payments when a revolving fund account is not applicable.  May include Field Advance Request Form, Budget Preparation Worksheet, Field Advance Banking Information, receipts, and reconciliation.

Official Copy: Banking and Accounting Operations
Retention: 6 years after date of document
Disposition Method: Shred or Delete

Official Copy: Any Office who receives Field Advances
Retention: 6 years after Final Report Completed/Submitted
Disposition Method: Shred or Delete

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Financial Statements/Reports -- Annual or Biennial: A record of costs, expenditures and revenues.

Official Copy: Any Office
Retention: 6 years after end of reporting period
Disposition Method: Transfer to Archives for review

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Financial Statements/Reports -- Quarterly/Monthly: A record of quarterly and/or monthly financial statements and budget reconciliations.

Official Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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 -G-


General Ledgers: An itemization and summary of all income and expenditure transactions for each month in a biennium. Reconciled to Budget Activity Reports (BAR) and Budget Status Reports (BSR).

Official Copy: Procurement Services or Auxiliary Enterprises
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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Gift Records: Documentation of the amounts of donations received, name of donors, and conditions placed on donations. May include Gift/Pledge Transmittal Form, correspondence, solicitation material, copies of checks or securities documents, acknowledgement letters, etc.

Official Copy: Development and Alumni Relations: Gift Processing (non-endowed funds)
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: Treasurer's Office (endowed funds)
Retention: 6 years after endowment liquidated; transfer to Archives for review
Disposition Method: Shred or Delete

Official Copy: UWT: Office of Advancement (non-endowed funds)
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWB: Development and Alumni Relations (non-endowed funds)
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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-H-


Honoraria, Requests for: Departmental requests for payment of an honorarium to visiting faculty and speakers.

Official Copy: Procurement Services
Retention: 6 years after file closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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-I-


Internal Sales Documents (ISDs) see Billing Source Documents


Interview Expense, Requests for: Requests for authorization from a Dean and from the Provost to pay travel expenses for an individual traveling to the UW for a position interview.

Official Copy: Procurement Services
Retention: 6 years after file closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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Invoice Vouchers, State of Washington: A billing record in lieu of a vendor invoice for goods or services purchased by UW offices. Details items, amount and purpose of purchase.

Official Copy: Procurement Services
Retention: 6 years after end of the month
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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Invoices, Vendor: A records of goods or services purchased from a vendor. May include eProcurement invoices, UPS forms, and Bills of Lading.

Official Copy: Procurement Services
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Official Copy: Any office who makes direct payments to a vendor
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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-J-


Journal Vouchers (JVs): A record of budget entries and transfers of funds between UW budgets. Also used for Field Advance Expense Requests and Reverse Expenditures.

Official Copy: Procurement Services
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Official Copy: Any Issuing Office
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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-M-


Mail Preparation Services Forms: see Billing Source Documents


Media Services Requests: see Billing Source Documents


Moving Expenses, Requests for: Requests for reimbursement of moving expenses for eligible new employees.

Official Copy: Procurement Services
Retention: 6 years after file closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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-N-


NSF Checks: Checks returned because of insufficient funds in the check writer's bank account. May include letters notifying check writers of the return of their checks, etc.

Official Copy: Any Department Receiving an NSF Check
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

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-O-


Operating Budget Detail: Monthly record detailing current status of all budget allocations at position or major object level.

Official Copy: Budget Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: may be disposed of as soon as they have served their reference purpose if not used for oversight or reconciliation activity
Disposition Method: Recycle or Delete

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-P-


Packing Slips from Outside Vendors: A record of departmental receipt of goods or equipment from outside vendors. Includes ProCard transaction receipts.

NOTE: Audit procedures require that Packing Slips be initialed and dated upon receipt by the person receiving the goods.

Official Copy: Any Receiving Department
Retention: 6 years after receipt of merchandise/equipment
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration (unless item was purchased with a ProCard otherwise Receiving Office has the official copy)
Retention: 6 years after receipt of merchandise/equipment
Disposition Method: Recycle or Delete

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Parking Validation Log: This series provides a record of parking stickers issued to individuals visiting an UW office. The log may contain the parking number, individual it is assigned to, and date.

Official Copy: Any Office
Retention: 6 years after the end of the calendar year
Disposition Method: Recycle or Delete

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Per Diem Advance Requests : A record of anticipated reimbursable travel funds.

Official Copy: Procurement Services
Retention: 6 years after end of the month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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Petitions and Waivers: Provides a record of petitions and waivers which grant exemptions from a fee or a fine.

Official Copy: Any Office
Retention: 6 years after end of the month
Disposition Method: Shred or Delete

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Petty Cash (Revolving Fund) Records: Records of expenditures from a departmental revolving fund. May include Application for Revolving Fund; Petty Cash Vouchers with supporting documents such as sales slips; cash register receipts; paid invoices; Receipt for Petty Cash Advance; bank records such as deposit tickets, statements, reconciliations, cancelled checks, etc.; Departmental Revolving Fund Invoice Vouchers or State of Washington Invoice Vouchers and Petty Cash Reconciliations used to request reimbursement from Procurement Services; etc.

Official Copy: Any Office with a Petty Cash Revolving Fund
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: Procurement Services -- supporting documents for issuance of fund reimbursement check as opposed to individual reimbursement.
Retention: 6 years after end of month
Disposition Method: Shred or Delete

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Petty Cash Vouchers: A record of reimbursements from the Petty Cash Office for out-of-pocket or cash expenditures.

Official Copy: Student Fiscal Services
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWT: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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ProCard Approvals: Provides a record of Procurement Card (ProCard) transaction approval, reconciliation, and receipt of goods or equipment. Includes reviewed and signed Transaction Detail Report, invoices received, and packing slips.

Official Copy: Any Office
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWT: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred or Delete

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ProCard Cardholder Statement: Reports which provide a record of Procurement Card (ProCard) usage. Includes credit card statement printed or exported from Web posting.

Official Copy: Procurement Services 
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Other Copy: UWT: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Other Copy: UWB: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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Purchase Orders -- Blanket: Requests for repeat purchase of the same item or service over a specified length of time.

Official Copy: Procurement Services 
Retention: 6 years after file closed
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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Purchase Requests -- Internal: Requests routed within a department for internal approval of purchases or travel prior to Procard purchase, eProcurement purchase, or generation of a Purchase Requisition. May include correspondence or departmental forms. Includes Delegation of Authority.

Official Copy: Any Office
Retention: 6 years after month of request
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after month of request
Disposition Method: Recycle or Delete

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Purchase Requisitions: Documents requests for purchases. Includes documentation received from Procurement.

Official Copy: Procurement Services
Retention: 6 years after file closed
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

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-R-


Receipts (For Money Received): Provide verification of payments received for goods or services.

Official Copy: Any Office Receiving Payment
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: Any Office Making Payment
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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Recharge/Cost Center Amortization Schedules: A record of approved schedules which calculate equipment depreciation or use allowance that can be included in the recharge/cost center rates.

Official Copy:  Recharge/Cost Centers
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention: 3 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

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Recharge/Cost Center Fee Rate Analysis and Schedules: A record of fee schedules and documentation supporting the determination of fees charged by recharge and cost centers to users of their services.

Official Copy: Recharge/Cost Centers
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

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Recharge/Cost Center Quarterly Reports: Quarterly summaries of revenue and expenses from a recharge center budget.

Official Copy: Recharge/Cost Centers
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention: 3 years after end of fiscal year
Disposition Method: Recycle or Delete

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Reconciliations of Cash and Receipts:A record of the reconciliation of all payment types including cash, check, credit card and  electronic payments against receipts and budgets. May include source documentation for underlying transaction, approval for transaction, and reports generated supporting the reconciliation.

Official Copy: Any Receiving Office
Retention: 6 years after end of month
Disposition Method: Shred or Delete

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Refund Records: A record of refund checks issued for overpayments, cancellation of registration, cancellation of services, etc. May include reason for refund, receipts, record of checks issued, denied refunds, logs of blank checks that will be used for refunds.

Official Copy: Any Issuing Office
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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-S-


Salary Saving Reports: Monthly reports (cumulative for biennium) detailing and summarizing budget amounts recaptured from vacant positions.

Official Copy: Budget Office
Retention: When administrative need has been met.  See Electronic Records which do not need to be Retained. Specifically, Salary Saving Reports.
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: When administrative need has been met. See Electronic Records which do not need to be Retained. Specifically, Salary Saving Reports.
Disposition Method: Recycle or Delete

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-T-


Travel Expense Vouchers: Documentation of travel-related expenses incurred on UW-related business or projects.

Official Copy: Travel Office
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Other Copy: UWB: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of the ER, receipts or supporting documentation associated with travel.

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