Policy Steward: Office of the Corporate Controller
Table of Contents:
- INTRODUCTION
- PURPOSE OF FINANCIAL RECORDS RETENTION
- RESPONSIBILITY & SYSTEM OF RECORD
- FINANCIAL RECORDS REQUIREMENTS
- RECORD CATEGORIES
- Accounts Payable
- Accounts Receivable, Including Rates and Fees
- Budget Records
- Contracts
- Grant and Contract Records (Sponsored Awards)
- Merchant Management Cash
- Operating Cash Funds/Petty Cash/Change Funds
- Pay and Effort
- Payroll
- Property
- Purchasing Card
- Purchasing (Non-Pcard)
- Role Management
- Student Accounts Receivable
- Transportation Services
- Travel and Group Meals
- Other
INTRODUCTION
University Records must be retained and managed in accordance with Policy AD35 University Archives and Records Management and the University’s Records Retention Schedules that have been approved by the Records Management Advisory Committee (RMAC), the Office of General Counsel, and Vice President for Administration. These Records Retention Schedules are derived from - or based upon - federal, state, and local statutes or regulations (i.e.; Federal Acquisition Regulations, the OMB Uniform Guidance, Internal Revenue Service, and other regulations governing the auditability and retention of financial records), University Policy, industry standards, and business needs. All University Records must be maintained in such a manner to provide ease of access, establish a suitable audit trail for all transactions, and to be reviewed prior to disposition.
University Records and Transitory/Disposable Records are defined below. See Policy AD35, Definition of Terms for additional information.
- University Records - Information that documents a transaction or regularly conducted activity of the University and that is created, received or retained pursuant to law, University policy, or in connection with a transaction, business, or activity of the University. The term includes documents, papers, letters, books, drawings, maps, plans, photographs, tapes, film or sound recordings, microforms, digital or analog files, information stored or maintained electronically, and data- or image-processed documents.
- Transitory/Disposable Records - University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Records as delineated on the Records Retention Schedule. Examples include photocopies of official University Records, a printed copy of a University Record that is held by the Responsible Party or within a System of Record, a spreadsheet containing data that is exported from an officially resides in another systems, personal emails not related to University business or activity, and/or mass emails or communications.
Upon completion of the retention period, University Records must be disposed of via secure destruction or transfer to University Archives, unless an exception to the disposition process set forth below applies. In many cases, retention periods and disposition methods may be generally determined by comparing the type of record (i.e., reports, correspondence, etc.) to similar records series with known retention periods listed on the Records Retention Schedule. If the disposition method for University Records states “Review by Archives” on the Records Retention Schedule, the Unit responsible for those records should consult the University Archivist for a final determination of disposition. For University Records that must be securely destroyed, units may arrange for shredding services by either contacting the Blue/White Shredding Program or the Inactive Records Center (IRC).
Exceptions to the disposition process are as follows:
- University Records subject to a Legal Hold (see Policy AD35, Legal Hold). A legal hold will remain in effect until it is released in writing by the Office of General Counsel.
- University Records under audit or review, either internally or externally. An audit hold will remain in effect until the hold is released by the Office of Corporate Controller. The Financial Officer will be notified regarding any cost objects that are under audit hold; the Financial Officer will be responsible for contacting the Unit associated with the cost objects.
To safeguard the privacy of individuals, records that contain Personally Identifiable Information (PII), as defined in University Policy, AD53 Privacy Policy, or student records, as defined in University Policy, AD11 Confidentiality of Student Records, must be securely destroyed beyond recovery. For additional information regarding privacy and the protection of an individual's personal information, see Policy AD53.
Unit specific retention schedules for individual offices that are developed by the Office of Records Management should be utilized in conjunction with this schedule to identify records unique to that Unit. Retention periods for University Records not specifically listed on the Financial Records Retention Schedule (below), on Unit Specific Records Retention Schedule, GURU Procedures and Forms, or in the General Records Retention Schedule may be determined by contacting the Office of Records Management.
PURPOSE OF FINANCIAL RECORDS RETENTION
This Financial Records Retention Schedule provides the requirements for the length of time various financial records must be retained by the Office of the Corporate Controller or individual Units of the University, including finance or business offices. Retention Schedules for central financial systems, such as IBIS, ERS and eBuy, will be defined by the Office of the Corporate Controller in coordination with the Office of Records Management. In addition, the Office of the Corporate Controller will maintain separate retention schedules for records maintained by its units.
When requirements for long-term retention of records overlap, the responsible office should retain records for the maximum retention period needed to meet legal and audit requirements and to comply with Policy AD35. In special cases retention periods may be extended by request of the central offices. In such a situation the affected will be notified in writing or it will be noted in the retention schedule. See Audit Holds listed below.
RESPONSIBILITY & SYSTEM OF RECORD
1. Electronic Transactions and Systems (Centrally Maintained)
When the records resulting from a transaction is electronic and in a system of record, the office responsible for overseeing the system is responsible for retaining the official electronic records. This includes transactions in IBIS, ERS, eBuy, and the DocFinity Imaging System. The retention schedule below lists which office or system is responsible for retaining the official records in the "Responsible Party / System of Record" column below.
2. Paper Records (Locally Maintained or Retained after Scanning)
When the records resulting from a transaction are paper, the office that receives the original record is responsible for retaining it. The submitting department is responsible for retaining the support until the transaction has posted to IBIS or other systems of record. Originating departments have the responsibility to destroy any paper backup once central administration has successfully processed the reimbursement request, has a copy of the scanned supporting documentation, and the transaction has been fully processed through the central system.
Departments may scan paper records, such as purchasing card support forms, into approved systems (such as DocFinity) and then securely destroy the paper record, but the retention period still applies to the scanned record. An approved scanning process and system of record is one which has been vetted and approved by AIS Imaging Services, as meeting all requirements for retaining electronic records, including appropriate indexing, as well as security and access by central offices as needed for audit purposes. AIS Imaging Services also will manage the purging of records according to the retention schedules.
Per FAR 4.703(c)(3) a copy of the original record must be retained for one year past the date it was scanned to allow time for validation of the electronic records in the system. This applies to all local electronic record keeping systems used for financial records, such as Purchasing Card support forms. Therefore, records that originated in paper format and are then scanned must be retained for one year before the paper record can be destroyed. This does not apply to ERS or eBuy records.
When a central office has retention responsibility, the department initiating a transaction may discard copies of documentation supporting the transaction when it is no longer needed for management purposes. For example, when the transaction is complete and the transaction has posted as an actual in IBIS. Departments should not maintain documentation held by central offices more than one month after the transaction, unless for some reason the transaction has not yet posted.
FINANCIAL RECORDS REQUIREMENTS
Audit Holds: There are specific audit holds required for certain financial records which are maintained by the University, including both the Office of the Corporate Controller and the Units. The current Audit Holds will define the earliest date from which records are required to be maintained up until the current fiscal year. That information is listed “Audit Hold” column below and are set based on audit requirements for indirect and fringe cost calculations, using general fund financial records, by the Defense Contract Audit Agency (DCAA). Until these audits are complete, general fund records must be maintained.
Tax-Exempt Debt Related Records: Life of the bond issue, plus the life of any issue that refunds the issue, plus six years. Records related to tax-exempt debt include but are not limited to documentation of the use of the debt proceeds (project costs), how debt financed property is used, relevant sponsored research contracts and grants in facilities financed with tax-exempt debt, relevant third party leases of space, etc.
Direct Charges and Revenues to Contracts and Grants: Per OMB Uniform Guidance 2CFR Part 200 - three years following the contract end date (date of submission of final expenditure report). This may be extended if the contract/agreement is under audit or if circumstances related to tax-exempt financing require it (see Tax-Exempt Debt Related Records above).
Cost Sharing: Any cost sharing records, including those on general funds, must be maintained for the same length of time as the direct charges to the award. This supersedes any general fund retention limits listed in the schedules below.
NOTE: Retention is based on the end date of the award, not a particular fund established under an agreement. Units who are managing part of an agreement must be aware of the agreement dates and must maintain records based on the agreement end date, not on the end date of their particular fund. In IBIS, the agreement end date will be the close-out date for the agreement.
Business Transaction Records (not contract or grant-related): Current Year + 2 years - although general fund transactions may need to be held longer for audit purposes. Endowment and gift accounts follow the same retention as general funds.
Taxable Income (Cash receipt information and billings, and all records for activities considered unrelated business income). Four years following the end of the fiscal year. Longer retention times apply to certain records retained by central offices.
RECORD CATEGORIES:
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Back-Up for IBIS FORMS, specifically SRFC - forwarded to Accounting Operations, such as:
|
Central - DocFinity | Per DocFinity Retention Guidelines | From 2015-2016 fiscal year to/including the current fiscal year |
Back-Up for SRFC, held in Department | Department | Current fiscal year + 2 years | From 2015-2016 fiscal year to/including the current fiscal year |
IBIS FORMS - SRFC, JVDP, JVCN | Central - IBIS | Per IBIS Retention Guidelines |
From 2015-2016 fiscal year to/including the current fiscal year |
Non-Office Telecommunication Agreements (NTUA) (Obsolete, 02-12-16)
|
Department | Current active agreement + prior agreement. Ended agreements should be held for two years after end date. | |
Special Request for Check PAPER Only used for wire transfers/foreign drafts |
Central - DocFinity | Per DocFinity Retention Guidelines |
From 2015-2016 fiscal year to/including the current fiscal year |
Telephone bills or other invoices not imaged centrally | Department | Current fiscal year + 2 years | From 2015-2016 fiscal year to/including the current fiscal year |
NOTE: Records maintained in DocFinity by Accounting Operations can be viewed by Finance Office personnel.
ACCOUNTS RECEIVABLE, INCLUDING RATES AND FEES
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
AD15 Fee Approvals for Research Service Centers | Department | Current fiscal year + 7 prior years of rate history | From 2015-2016 fiscal year to/including the current fiscal year |
AD15 Fee Approvals - General (Decommissioned effective November 6, 2020) | Department | Current fiscal year + 3 prior years of rate history |
From 2015-2016 fiscal year to/including the current fiscal year |
Central Accounts Receivable Program (CARP) - Data entered into system | Central - CARP | Indefinite | |
Central Accounts Receivable Program (CARP) - Local documentation not entered into CARP | Department | 3 years after invoice paid | |
Course-Related Fees Approval | Budget Office | Current fiscal year + 7 prior years of rate history | |
Facility Usage Invoices | Department | Current fiscal year + 2 prior years, after closed or written-off. Open invoices should be retained. |
From 2015-2016 fiscal year to/including the current fiscal year |
Other Departmental Invoices | Department | Current fiscal year + 2 prior years, after closed or written-off. Open invoices should be retained. |
From 2015-2016 fiscal year to/including the current fiscal year |
Pre-Numbered Receipt Books (completed) | Department | Current fiscal year + 2 prior years | |
Report of Cash Receipts - Paper and Back-Up | Department | Current fiscal year + 2 prior years |
From 2015-2016 fiscal year to/including the current fiscal year |
Request for Approval of Service Center User Rates | Department | Current fiscal year + 3 prior years of rate history |
From 2015-2016 fiscal year to/including the current fiscal year |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Budget Amendments | Central - IBIS | Per IBIS Retention Guidelines | |
General Salary Increase Records | Central - IBIS or EDDs | Per IBIS and EDDs Retention Guidelines | |
Initial Operating Budget | Central - IBIS | Per IBIS Retention Guidelines |
* No paper copies should be maintained.
The statute of limitations for breach of contract in the Commonwealth of Pennsylvania is 4 years; therefore Penn State has set this as the minimum retention period for all contracts, including leases.
NOTE: Risk Management and the Assistant Treasurer do not maintain copies of executed agreements. The contracting department is responsible for maintaining the contracts in their files as noted below. Scanned copies may be kept, but should be accessible by others in the department if needed (on department network).
Research Awards through the Office of Sponsored Programs are maintained centrally through OSP. See Grant and Contract Records section above.
Agreements and contracts processed as part of a Purchase Order or signed by Purchasing are maintained centrally through Purchasing. See Purchasing section below.
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Amendments and Addendums (Non-Sponsored Awards) | Department | Same retention as original agreement |
From 2015-2016 fiscal year to/including the current fiscal year |
Electronic or Click-Through On-line Agreements - including one-time delegation emails received See FNG02 Limited Delegation of Contract Approvals - Electronic Agreements | Department | 4 years after end of agreement |
From 2015-2016 fiscal year to/including the current fiscal year |
Facility Use Agreements, including Banquet Event Orders (BEO) | Department | 4 years after end date of event |
From 2015-2016 fiscal year to/including the current fiscal year |
Leases - Equipment, Vehicle (does not include short-term vehicle rental contracts while on travel status) | Department | 4 years after termination of lease |
From 2015-2016 fiscal year to/including the current fiscal year |
Leases - Real Estate | Central - Real Estate OPP | 4 years after termination, then archived |
From 2015-2016 fiscal year to/including the current fiscal year |
Master Entertainment Agreements | Department | 4 years after end date of event |
From 2015-2016 fiscal year to/including the current fiscal year |
Non-Disclosure Agreement (NDA) | Department | 4 years following the end date of the obligation to keep information confidential |
From 2015-2016 fiscal year to/including the current fiscal year |
University Scholar Agreement (obsolete as of 12/11/2019) University Guest Presenter Agreement (effective 12/11/2019) |
Department | Back-Up with SRFC for central scanning, or maintain in department for current + 4 years. |
From 2015-2016 fiscal year to/including the current fiscal year |
All Other Contracts not listed above (Non-Sponsored Awards) | Department | 4 years after end date of event or end of contract |
From 2015-2016 fiscal year to/including the current fiscal year |
GRANT AND CONTRACT RECORDS (SPONSORED AWARDS)
In accordance with the OMB Uniform Guidance 2CFR Part 200, financial records, supporting documents, statistical records, and all other records pertinent to an award shall be retained for a period of three years from the date of submission of the final expenditure report or, for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial reports, as authorized by the Federal awarding agency; except if any litigation, claim, or audit is started before the expiration of the three year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken (units must check with Research Accounting for this determination).
In IBIS, the end date of the agreement is the CONTRACT END DATE, which can be found for a particular account by using ICNA - Contract Information Inquiry or IACT - Inquiry on Account. Do not use the Account End Date, as this is the date the account number closes, not the agreement itself.
It is highly recommended that separate contract and grant files be maintained for all sponsored awards to support all transactions and actions on a contract or grant which is not maintained in a centrally maintained system (IBIS, eBuy, ERS, SIMS, DocFinity, etc).
SIMS, which is maintained by the Office of Sponsored Programs (OSP), is the official record of contractual documents for the University. If a record is in SIMS, it does not need to be maintained by the department. SIMS retention is managed through OSP.
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
30 Day Memos (Late Payroll transfer documentation) | Finance Office | 3 years AFTER the end date of the agreement. |
From 2015-2016 fiscal year to/including the current fiscal year |
Annual Effort Certification (Sponsored Awards) | Finance Office | 10 years |
From 2015-2016 fiscal year to/including the current fiscal year |
Cost Accounting Justification Administrative /Clerical Costs | Finance Office | 3 years AFTER the end date of the agreement. |
From 2015-2016 fiscal year to/including the current fiscal year |
Cost Accounting Justification Non-Personnel Costs | Finance Office | 3 years AFTER the end date of the agreement. |
From 2015-2016 fiscal year to/including the current fiscal year |
Cost Accounting Justification Non-Personnel Costs Checklist Form | Finance Office | 3 years AFTER the end date of the agreement. |
From 2015-2016 fiscal year to/including the current fiscal year |
Paper Records not maintained centrally | Department | 3 years AFTER the end date of the agreement |
From 2015-2016 fiscal year to/including the current fiscal year |
Salary Assignment Sheets (back-up for Pay and Effort)Recommend filing by person | Finance Office | 10 years |
From 2015-2016 fiscal year to/including the current fiscal year |
All supporting documents for cash deposits - register slips, deposit tickets, etc should be held for current + 2 years.
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Bank validated copies of deposit tickets | Department | Current fiscal year + 2 years | |
Charge-back and Customer Disputes | Department | Current fiscal year + 2 years | |
Daily Settlements and batches from Swipe Credit Card Terminals | Department | Current fiscal year + 2 years | |
Payment Card Industry - Data Security Standards (PCI-DSS) | |||
Self-Assessment Questionnaires (SAQ) - (PCI-DSS) | Department | 3 years | |
PCI-DSS quarterly scans | Department | 3 years | |
Monthly Merchant Statements | Department | Current fiscal year + 3 years | |
Credit Card Processing Merchant Request | Central -Corporate Controller | 3 years | |
Credit Card Processing Terminal Request | Central -Corporate Controller | 3 years | |
Penn State eCommerce Electronic Credit Card daily settlements and batches | Central - AIS | Current fiscal year + 2 years | |
Penn State eCommerce Electronic Credit Card sales receipts | Central - AIS | Current fiscal year + 2 years | |
Processor and Gateway Contract (must be approved Centrally) | Central - Corporate Controller | 7 years from the end of the contract | |
RECRs (Electronic Commerce Report of Cash Receipts) | Central - AIS | Current fiscal year + 2 years | |
Refunds to customers | Department | Current fiscal year + 2 years | |
Report of Cash Receipts - Paper and Back-Up | Department | Current fiscal year + 2 years | |
Sales Receipts from Swipe Credit Card Terminals | Department | Current fiscal year +2 years | |
Third Party Credit Card Hardware and Software contracts | Department | 7 years from the end of the contract | |
Transfer of Accountability - Logs and Forms (maintain in chronological order) |
Department and Courier | Current fiscal year + 2 years |
OPERATING CASH FUNDS/PETTY CASH/CHANGE FUNDS
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
REQUEST FOR CASH ADVANCE: Long-Term Advances from Fund Short-Term Advances from Fund | Custodian | Until settled, then 2 years | |
Bank Authorization Documentation, including signature cards and authorized signers | Custodian | Until account closed, then 2 years. | |
Bank Statements | Custodian | Current fiscal year + 2 years | |
Canceled Checks (if not imaged by banking institution) | Custodian | Current fiscal year + 7 years (per IRS) | |
Deposit Records | Custodian | Current fiscal year + 2 years | |
Disbursement Records Receipt for Petty Cash Expended | Custodian | Current fiscal year + 2 years unless scanned as back-up to SRFC in IBIS | |
Monthly Reconciliations | Custodian | Current fiscal year + 2 years | |
Travel Advance other than through SRFC | Financial Officer | After settlement: Current fiscal year +2 years |
These are retention for those transactions which are NOT direct charges to grants and contract. See Grant and Contract Records for those retention periods.
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Appointment Records for Employees (other than IBIS) | Department | Per HR Guidelines |
From 2015-2016 fiscal year to/including the current fiscal year |
Appointment Records for Graduate Assistants (other than IBIS) | Department | Seven years after end of appointment |
From 2015-2016 fiscal year to/including the current fiscal year |
Cross-Foot Error Messages - EDDS reports | Central - EDDS | Current Fiscal Year + 3 prior years | |
Effort Certification (General Funds) | Finance Office | Current Fiscal Year + 3 prior years |
From 2015-2016 fiscal year to/including the current fiscal year
|
Pay and Effort Forms (PYTR) | Central - IBIS | Per IBIS Retention Guidelines |
From 2015-2016 fiscal year to/including the current fiscal year |
Payroll Vouchers | Central - EDDS | Current Fiscal Year + 3 prior years | From 2015-2016 fiscal year to/including the current fiscal year |
Salary Assignment Sheets | Finance Office | Current Fiscal Year + 3 prior years | From 2015-2016 fiscal year to/including the current fiscal year |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Annual Election Forms (i.e. United Way) | Central | 7 years | |
I9 - Wage and Graduate Assistants | Department | See HR Retention Schedules |
From 2015-2016 fiscal year to/including the current fiscal year |
IBIS Forms: PADJ; SUPP | Central - IBIS | Per IBIS Retention Guidelines |
From 2015-2016 fiscal year to/including the current fiscal year |
Permanent Election Forms (W-4, W-4E, Direct Deposit) unless amended | Central | 7 years after date of final pay | |
Wage payroll time slips or time clock cards. | Department | 3 years AFTER the end date of the agreement if posted to contract or grant; otherwise current fiscal year + 1 prior year. |
From 2015-2016 fiscal year to/including the current fiscal year |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Capital Equipment and Property Inventory | Central - Property Inventory | Perpetual | |
Federally-Funded Capital Equipment Pre-Acquisition Screening Certification and related Capital Equipment Shared-Use Agreement (Successful searches) | Department - both Borrowing and Lending | 1 year after termination of Shared-Used Agreement | |
Request for Authorization to Use University Tangible Assets at a Non-University Location | Department | While equipment held; then current + one fiscal year after return | |
Special Property Audits | Assigned Property Administrator | Current Fiscal Year + 7 prior years | |
Tangible Property Records - Under Commonwealth of PA Agreement ($1.00 - $4,999.99) | Department | Current Fiscal Year + 3 prior years |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Cardholder Agreement | Central - ABS | Digital Record - Indefinitely while cardholder active + 2 years after no longer hold card | |
IBIS FORMS - APCA, UPCA | Central - IBIS | Digital Record - indefinitely while cardholder active + 2 years after no longer hold card |
From 2015-2016 fiscal year to/including the current fiscal year |
P-Card Support Forms Documentation/Receipts Posted to Contracts and Grants | Department | 3 years AFTER the end date of the agreement. |
From 2015-2016 fiscal year to/including the current fiscal year |
Posted to Other Accounts, including general | Department | Current Fiscal Year+ 2 prior years |
From 2015-2016 fiscal year to/including the current fiscal year
|
Purchasing Card Statements | Cardholders | Current statement, plus prior 12 months If cardholder leaves University employment, statements should not be retained. | |
Reconciler Delegation Form | Finance Office | 2 years after no longer serve as reconciler |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Federally-Funded Capital Equipment Pre-Acquisition Screening Certification (Accompanies related purchase order; applies to unsuccessful searches, or searches that were successful, but not available for shared-use) | Central - eBuy | Current fiscal year + 7 years |
From 2015-2016 fiscal year to/including the current fiscal year |
Limited Order | Department | 3 years AFTER the end date of the agreement if posted to contract or grant; otherwise current fiscal year + 3 prior years. |
From 2015-2016 fiscal year to/including the current fiscal year |
Purchase Orders and supporting documentation, invoices, credits, PO Change forms, Receiving Reports (For contracts related to POs, see contracts section) | Central - eBuy | Current fiscal year + 7 years |
From 2015-2016 fiscal year to/including the current fiscal year |
Request for Quote, Request for Information, Request for Proposal and Supplier Responses | Central - eBuy | Current fiscal year + 7 years |
From 2015-2016 fiscal year to/including the current fiscal year |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
ADBA - Add Direct Bill Authorization | Central - digital | 7 years | |
Designated/Delegated/Proxy Authorization Cards (not required if WebRAT and Workflow used to document authorizations) | Finance Office | While active +2 years from end of authorization | |
IBIS Approval Path Change Reports | Central - EDDS | 7 years | |
ROLE Workflow Forms | Central - digital | 7 years | |
UDBA - Update Direct Bill Authorization | Central - digital | 7 years | |
WebRAT Role Updates | Central - digital | 7 years |
For non financial records related, see "Student Records" Section of the General Records Retention Schedule
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Internal Scholarships and Endowed Scholarships | Department | 3 years after award disbursed | |
Student account records, receipts, aid award letters, etc. not available in ISIS | Finance Office | Until student account closed, then 2 years |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Appeal of Parking Violations | Transportation Services | Current fiscal year + 3 years | |
Fleet Direct Billing Records | Central - ABS (VAUX) | Current fiscal year + 3 years | |
Long-Term Vehicle Assignment Request | Department/Finance Office | Current fiscal year + 2 years | |
Long-Term Vehicle Usage Log | Department | Current fiscal year + 5 years | |
Parking Violations | Transportation Services | Current fiscal year + 3 years | |
Reservation and Authorization for use of University Vehicle | Central - ABS | Current fiscal year + 3 |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Employee Travel Form/Worksheet for the ERS System | Department | Only retain until report paid/settled |
From 2015-2016 fiscal year to/including the current fiscal year |
ERS Travel Reports, including all imaged receipts and documentation * Original receipts for foreign travel should be submitted to Accounting Operations for VAT Reclamation |
Central - ERS | Current + 7 years |
From 2015-2016 fiscal year to/including the current fiscal year |
Hospitality Services Inter-Office Charge Slip | Department | Current fiscal year +1 year |
From 2015-2016 fiscal year to/including the current fiscal year |
Non-Employee Travel Reimbursement Form | Department | Only retain until report paid/settled |
From 2015-2016 fiscal year to/including the current fiscal year |
One Day Travel - Meal Reimbursement Report | Department | Only retain until report paid/settled |
From 2015-2016 fiscal year to/including the current fiscal year |
Request for Travel Exception or email approval of exceptions | Finance Office | Approved form or email should be scanned into ERS documentation; otherwise current + 7 years |
From 2015-2016 fiscal year to/including the current fiscal year |
Travel Advance other than through SRFC | Financial Officer | After settlement: Current fiscal year +2 years |
From 2015-2016 fiscal year to/including the current fiscal year |
Travel Itinerary and Per Diem Computation Worksheet | Department | Only retain until report paid/settled |
From 2015-2016 fiscal year to/including the current fiscal year |
RECORDS SERIES (File Description) | RESPONSIBLE PARTY / SYSTEM OF RECORD | RETENTION PERIOD | AUDIT HOLD |
---|---|---|---|
Telephone logs (records of incoming and outgoing calls) | Department | Current fiscal year + 1 year | |
Telephone Service Requests (Paper) | Department | Current fiscal year + 1 year | |
WTSR - Workflow Telephone Service Request | Central - digital | Current fiscal year + 1 year |
(11-06-2019)