List of Schedules
| Schedule Number | Record Series |
|---|---|
| 010 | Account Reconciliation Reports |
| 020 | Accounts Payable Records |
| 030 | Accounts Receivable Records |
| 040 | Banking Records |
| 050 | Budget Records |
| 060 | Capital Construction Funding Records |
| 065 | Financial Statements and Reports |
| 070 | Investment Records |
| 075 | Pension Records |
| 080 | Tax Records |
| 085 | Telecommunications Records |
Warning
| Do not follow this records retention schedule to destroy records that are currently part of--or you are aware that they are going to be part of--any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy. |
Account Reconciliation Reports
010
These records may include, but are not limited to, reports that compare general ledger activity and reconcile what is reported with expected results. This series also includes working papers for annual reports, journal entries, and backups for account subgroups.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 2 Years | Confidential Destruction |
| Unofficial Copy | Gift Records | 2 Years | Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-11-01
Updated 2002-05-01, 2008-08-14
Accounts Payable Records
020
These records document a department or office's expenditures and purchases. These records may include, but are not limited to, departmental purchase orders and requisitions, credit card charge slips and statements (including P-Card transactions), contract release orders, balance sheets, petty cash records, bills, invoice vouchers, invoices, journal vouchers, price quotes, justifications of purchases, payment authorizations, reports of receipt of goods or services, checks, receipts, and related documentation and correspondence.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 7 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | P-Card Records: 7 Years All Other Records: 1 Year | Confidential Destruction |
Notes Individual departments and offices hold the official copy of P-Card records. For accounts payable records that document the purchase of equipment, retain the records for the life of the equipment or their warranty + 1 Year (or + 7 Years for P-Card records).
References 26 CFR 301.6501(a)-1
Approved Digital Collections and Archives
Effective Date 1998-07-01
Updated 2002-03-01, 2008-08-14
Accounts Receivable Records
030
These records are used by departments and offices to document billing and collection activities. These records may include, but are not limited to, account edit sheets, classified advertisement forms, VISA/Mastercard payment forms, invoices; journal vouchers; checks; receipts; and related documentation and correspondence.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 7 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | 1 Year | Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-07-01
Updated 2002-03-01, 2008-08-14
Banking Records
040
These records may include banking deposits, reconciliations, statements, registers, stubs, canceled checks, deposit slips, and wire transfers.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 7 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | 1 Year | Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-06-01
Updated 2001-12-01, 2008-08-14
Budget Records
050
These records provide a record of departmental fiscal activity presented in summary form which may be used for budget planning. These records may be used to analyze budget cuts or restructuring of programs. These records may include, but are not limited to, working papers, memorandums, final summary reports and spread sheets, and related documentation and correspondence.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 7 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | Summary Budget Reports: Permanent All Other Records: Until no longer needed | Summary Budget Reports: Transfer to the Digital Collections and Archives All Other Records: Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 1999-10-01
Updated 2008-08-14
Capital Construction Funding Records
060
These records document the funding of capital construction projects and to prepare budgets and allocations for capital construction projects. These records may include, but are not limited to, project descriptions, budget projections and allocation records, budget authorization forms, budget change orders, final acceptance statements, and related documentation and correspondence.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | Permanent | Transfer to the Digital Collections and Archives |
| Unofficial Copy | Departments and Offices | Final Acceptance of Project + 9 Years | Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-06-01
Updated 2008-08-14
Financial Statements and Reports
065
These records include annual certified and uncertified financial statements and reports.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | Permanent | Transfer to the Digital Collections and Archives |
| Unofficial Copy | Departments and Offices | Until no longer needed | Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-06-01
Updated 2008-08-14
Investment Records
070
These records include bond, futures, stock, and all other investments.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | Annual Fund Manager Reports: Permanent Monthly Fund Manager Reports: 1 Year All Other Records: Life of Investment + 5 Years | Annual Fund Manager Reports: Transfer to the Digital Collections and Archives Monthly Fund Manager Reports: Confidential Destruction All Other Records: Confidential Destruction |
| Unofficial Copy | NA | NA | NA |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-06-01
Updated 2000-11-01, 2008-08-14
Pension Records
075
These records include records of individual employee benefit transactions for Fidelity and TIAA/CREF pension plans.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 7 Years | Confidential Destruction |
| Unofficial Copy | NA | NA | NA |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-06-01
Updated 2008-08-14
Tax Records
080
These records include all tax filings and returns.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 7 Years | Confidential Destruction |
| Unofficial Copy | NA | NA | NA |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-06-01
Updated 2008-08-14
Telecommunications Records
085
These records include but are not limited to, telephone reports including Aristonics Reports and CDs from vendors.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 10 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | 1 Year | Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2001-12-01
Updated 2008-08-14
