FPB Administrative Policy Statements (APS)

Audience: FPB Policy Owners (primarily Gold Team members)

Policy Owner Responsibilities

FPB policy owners are responsible for ensuring APS within their area of responsibility remains current, accurate, and aligned with University requirements and operational practices.

Policy owners should:

  • Periodically review assigned APSs to confirm they remain accurate and relevant.
  • Monitor changes in laws, regulations, audit findings, compliance requirements, University policies, and business practices that may require policy updates.
  • Consult with stakeholders and subject matter experts when evaluating potential revisions.
  • Coordinate proposed policy changes through the FPB Chief of Staff before initiating a formal revision.
  • Ensure policy revisions are reviewed by affected units and stakeholders prior to University review.
  • Respond to comments received during the University review process and help resolve outstanding concerns.
  • Maintain documentation supporting significant policy changes, particularly those related to compliance, audit findings, or operational risk.

The University Policy and Rules Office manages the official APS review, approval, and publication process. The steps below outline FPB's process for proposing and completing a policy update.

Before You Begin

If you believe an APS needs to be revised, contact the FPB Chief of Staff to discuss the proposed change and determine whether a formal policy revision is needed.

Policy Update Process

Step 1: Submit a Change Request

Send your proposed policy change to the FPB Chief of Staff. Include:

  • APS number and title
  • Reason for the revision
  • Summary of proposed changes
  • Any known compliance, operational, or organizational impacts
  • Any related audit deadlines

Step 2: Rules Office Opens the APS Review

  • FPB Chief of Staff submits a change request to the University Policy and Rules Office.
  • Once the change is approved to move forward, the University Policy and Rules Office will open the APS for revision and establish the formal review process.  

Step 3: Prepare and Review Draft Revisions

The policy owner prepares the proposed revisions using tracked changes.

Before broader review, circulate the draft to affected FPB units and subject matter experts.

Consider obtaining feedback from:

  • Units responsible for implementing the policy
  • Operational stakeholders
  • FPB senior leadership as appropriate

Incorporate feedback and resolve any significant concerns before moving to formal review. Return a redlined version showing all proposed changes to the FPB Chief of Staff.

Step 4: 30-Day University Review Period

The University Policy and Rules Office posts the proposed revisions for a 30-day review period, allowing University stakeholders to review and provide comments. The Rules Office maintains information on policies currently under review.  

Policy owners should:

  • Work with stakeholders to address comments
  • Revise the draft as needed

Step 5: Final Approval

After all feedback has been addressed, the policy proceeds through final University review and approval.

Administrative Policy Statements require approval from:

  • Senior Vice President/Chief Financial Officer  
  • President

This step can take several weeks; please plan in advance if you need to meet an audit deadline. Following approval, the University Policy and Rules Office publishes the updated APS in the UW Policy Directory.  

Creating a New APS

Creating a new APS follows a similar process. However, instead of submitting a change request, the FPB Chief of Staff submits an intake form to initiate the process.  

Helpful Resources

Questions?

For questions about FPB policy ownership, priorities, or routing, contact the FPB Chief of Staff.