Archives and Special Collections

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Financial Records

(For non-grant/contract funded funded 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 Payable

This includes invoices, check request forms, vouchers, travel expenses.


    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 3 years. Shred


Accounts Receivables

This includes property, student loans, third party billing


    Official Copy: Business Office
    Retention: 7 years after full payment. Shred


Accounts Receivables, Collection files

    Official Copy: Business Office
    Retention: Permanent


Accounts Receivables, Loans assigned to the Dept. of Education

    Official Copy: Business Office
    Retention: Permanent


Accounts Receivables, Write-offs

Bad debts, death, bankruptcy, etc.


    Official Copy: Business Office
    Retention: Permanent


Annual Approved University Budgets

    Official Copy: Finance and Operations
    Retention: 7 years. Transfer to University Archives.

    Other Copies: Any office
    Retention: 1 year. Shred


Annual Forms 1099, 1042-S and other Individual Tax Reporting Forms

    Official Copy: Business Office
    Retention: 7 years or until audit is complete, whichever is greater. Shred

    Other Copies: Any office
    Retention: 1 year. Shred


Audits

Provides a record of the final audit results of specific University programs and/or fiscal activities, including the University's response.


    Official Copy: Business Office
    Retention: 7 years. transfer to University Archives


Audit Reports/Supporting Documents

    Official Copy: Business Office
    Retention: 7 years. Shred

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B

     
Banking

This includes banking statements


    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies:
    Retention:

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C

     Capital Asset Records

This includes depreciation


    Official Copy: Finance and Operations
    Retention: Life of the asset plus 1 fiscal year. Transfer to University Archives

    Other Copies: Any office
    Retention: 1 year. Shred


Cashier Records

This includes student payments and deposit, departmental deposits, misc. transactions (transcripts, parking tickets, cash advances/reimbursements, etc.)


    Official Copy: Business Office
    Retention: 7 years. Shred


Contracts and Agreements (Vital Record)

Official text of contracts and agreements to which the University is a party. May include certificate or insurance and working papers.


    Official Copy: Finance and Operations
    Retention: Until completed.

    Other Copies: Any office
    Retention: 1 year after termination of contract

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D

     Daily Deposits

This includes cash and checks


    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 1 year. Shred


Deeds of University Owned Property (Vital Record)

    Official Copy: Finance and Operations
    Retention: Permanent.

    Other Copies:
    Retention:

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G

     Grants -- Received

Includes proposals and notifications of grant award, funds requested in kind contributions and plan of work. Statement of terms and conditions of funded grand project.


    Official Copy: Business Office
    Retention: 7 years. Transfer to University Archives

    Other Copies:
    Retention:


Grants -- Not Received

    Official Copy: Development Office
    Retention: 3 years. Shred

    Other Copies:
    Retention:

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I

     Internal Monthly University Financial Statements

    Official Copy: Business Office
    Retention: Permanent

    Other Copies: Any office
    Retention: 1 year. Shred


Insurance Policies

    Official Copy: Finance and Operations Office
    Retention:

    Other Copies:
    Retention:

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J

     Journal Entries

This includes expense and revenue transfers


    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies:
    Retention:

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M

     Master Licenses

    Official Copy: Business Office
    Retention: 7 years.

    Other Copies: Any office
    Retention: 1 year.

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P

     Purchase Orders

Pre-numbered purchase form used by Purchasing and departments to order goods and/or services from private vendors; includes check request for pre-payment of good/services. May include order form, renewal notice, or invoice, etc. detailing purchasing information.


    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 1 year. Shred


Purchasing Card (Credit Card)

Provides a record of PCard use, transaction approval and reconciliation. Includes receipts, packing slips, printed on-line orders/copy of order form, invoices and credit documentation.


    Official Copy: Business Office
    Retention: Receipt kept through audit. Shred

    Other Copies: Any office
    Retention: 7 years. Shred


Purchasing Documents, Corporate Express

Monthly report downloaded from Corporate Express website and distributed to campus departments listing purchases order on-line. Shows detail of order number, date, quantity, item, description, amounts. Signed by budget authority. Report is reconciled with packing slips.


    Official Copy: Business Office
    Retention: Receipt kept through audit. Shred

    Other Copies: Any office
    Retention: 7 years Shred

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R

     Real Estate Records

This includes donated properties - paid in full


    Official Copy: Finance and Operations
    Retention: Permanent

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S

     Student Loans -- Federally Funded with Collection files

    Official Copy: Business Office
    Retention: Permanent

    Other Copies:
    Retention:


Student Loans -- Federally Funded -- Write-offs

Bad debts, death, bankruptcy, etc.


    Official Copy: Business Office
    Retention: Permanent

    Other Copies:
    Retention:

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T

     Travel Authorization

Pre-numbered three-part form combining functions of travel authorization, travel justification, and travel expense advance approval. used to process and record staff, faculty, non-employee and interviewees travel.


    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 1 year. Shred


Travel Expenses

This includes vouchers, auto mileage forms, and supporting documentation.


    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 1 year. Shred


Trial Balance Reports

    Official Copy: Business Office
    Retention: Permanent

    Other Copies: Any office
    Retention: 1 year. Shred

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V

     Vendor Contracts

This includes rentals and KPLU agreements


    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 3 years. Shred

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