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University Archives > Records Retention
Schedules > Schedules By Topic
Financial Records (For non-grant/contract
funded budgets)
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
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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 |
Banking
This includes banking statements
Official Copy: Business Office
Retention: 7 years. Shred
Other Copies:
Retention: |
Capital
Asset Records
Including
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 depsotis, departmental
deposits, misc. transactions (transcripts, parking
tickets, cash advances/reimbursements, etc.)
Official Copy: Business Office
Retention: 7 years. Shred |
Daily
Deposits
This
includes cash and checks.
Official Copy: Business Office
Retention: 7 years. Shred
Other Copies: Any office
Retention: 1 year. Shred |
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: Business Office
Retention: 3 years. Shred
Other Copies:
Retention: |
Internal
Monthly University Financial Statements
Official Copy: Business Office
Retention: Permanent
Other Copies: Any office
Retention: 1 year. Shred |
Journal
Entries
This includes expense and
revenue transfers
Official Copy: Business Office
Retention: 7 years. Shred
Other Copies:
Retention: |
Master
Licenses
Official Copy: Business Office
Retention: 7 years.
Other Copies: Any office
Retention: 1 year. |
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: 1 year. 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: 1 year. Shred |
Real
Estate Records
This includes donated properties
- paid in full
Official Copy: Finance and Operations
Retention: Permanent |
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: |
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 |
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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