Section 3: Financial Records

Fri hours: 8:30 am - 4:30 pm

Section 3: Financial Records

Section Index  |  Alphabetical Index  |  Records Retention Schedule page

Section 3 covers records relating to budgeting, allocation and expenditure of funds and provision of support services.

Disposition Authority# Records series title and description Retention and Disposition Instructions

GS 01007.010

Accounts Payable Invoice/Credit Memo Approval Form (Official Copy).

Used to notify Accounts Payable regarding correct account information for open orders; of problems with goods or services ordered; and to confirm goods were received.

Official copy held by: Accounts Payable.

Retain for 6 years after date of document

then

Accounts Payable: Destroy

 

14-09-68608

Accounts Payable Invoice/Credit Memo Approval Form (Secondary Copies).

Used to notify Accounts Payable regarding correct account information for open orders; of problems with goods or services ordered; and to confirm goods were received.

Applies to secondary copy held by any office.

Retain for 3 years after fiscal year

then

Any office: Destroy

 

GS 01040.008

Budget Planning Files/Working Papers (Official Copy).

May include budget work sheets, copies of amendment of allotment transaction, reports, statistics and related information used in preparation of budget proposals and requests.

Official copy held by: Any office.

Retain for 6 years after end of biennium

then

Any office: Destroy

 

14-09-68618

Budget Status Report (Secondary Copies).

Detail of monthly expenditures by department; used for budget monitoring and expenditure control. Documents expenditures and encumbrances affecting allotments.

Applies to secondary copy held by any office.

Retain for 3 years after fiscal year

then

Any department: Destroy

Note: If copies of this report can be obtained through Millenium or Banner, offices are not required to retain paper copies.

14-09-68620

Central Stores Packing List (Secondary Copies).

Used to fill, verify, package and ship orders from Central Stores warehouse.

Applies to secondary copy held by any office.

Retain for 3 years after fiscal year

then

Any office: Destroy

Note: Central Stores holds the official copy of these records.

GS 15005.006

Copy Duplicating Request (Secondary Copies).

To request offset copy reproduction work by University offices.

Applies to secondary copy held by any office.

Retain for 6 years after date of document

then

Any office: Destroy

Note: Print and Copy Services holds the official copy of these records.

GS 01004.025

Field Order (Secondary Copies).

Includes WWU modification of state form A170 and supporting documents, such as purchase forms, quotations, invitations to bid and related correspondence. Used to order goods and/or services from private vendors.

Applies to secondary copy held by any office.

Retain for 6 years after date of document

then

Any office: Destroy

Note: Purchasing and Accounts Payable hold the official copies of these records.

GS 04002.001

Internal Audit Report (Official Copy).

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

Official copy held by: Internal Auditor.

Retain for 6 years after audit report date

then

Internal Auditor: Transfer to Archives for selection and historical preservation

 

GS 04002.004

Internal Audit Report (Secondary Copies).

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

Applies to secondary copy held by any office.

Retain for 6 years after audit report date

then

Any office: Transfer to Archives for selection and historical preservation

 

GS 01004.018

Invoices, External (Official Copy).

Billing to University from outside vendors for goods and services.

Official copy held by: Any office.

Retain for 6 years after date of document

then

Any office: Destroy

 

GS 01006.026

Invoices, Interdepartmental (Official Copy).

Provides a record of charges to individual departments/offices for goods and/or services.

Official copy held by: Any office.

Retain for 6 years after date of document

then

Any office: Destroy

 

GS 01006.024

Journal Voucher for Revenue and Expenditure Transactions (Official Copy).

Reports charges and transfers of funds between University budgets.

Official copy held by: Any office.

Retain for 6 years after date of document

then

Any office: Destroy

 

GS 50005.054

Lock Maintenance/Repair Request Form (Secondary Copies).

Used to request service to locks, safes, locking hardware and keys.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

Note: Public Safety: Lockshop holds the official copy of these records.

GS 06001.001

Media Services Customer Request Forms (Official Copy).

Used to request media services, supplies and equipment.

Official copy held by: Academic Technology Administrative Office.

Retain for 1 month after date of receipt

then

Academic Technology Administrative Office: Destroy

 

GS 50005.055

Media Services Customer Request Forms (Secondary Copies).

Used to request media services, supplies and equipment.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

 

14-09-68655

Motor Pool Vehicle Request (Secondary Copies).

To request rental of Motor Pool vehicles.

Applies to secondary copy held by any office.

Retain for 3 years after fiscal year

then

Any office: Destroy

Note: Facilities Management: Motor Pool holds the official copy of these records.

14-09-68665

Petty Cash Fund Records (Secondary Copies).

May include: field order; purchase form; Invoice Voucher A19-1; End-of-Year Closeout form; Daily Transaction log; memo designating departmental petty cash custodian.

Applies to secondary copy held by any office.

Retain for 3 years after fiscal year

then

Any department: Destroy

Note: Student Business office holds the official copy of these records.

GS 50005.036

Physical Plant Maintenance/Repair Request (Construction, Renovation, Equipment) (Secondary Copies).

Used to request equipment, or alterations, construction, or renovation of University facilities.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

Note: Facilities Management: Work Control Center holds the official copy of these records.

GS 50005.034

Physical Plant Maintenance/Repair Request (Secondary Copies).

Used to request maintenance and repairs to University facilities.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

Note: Facilities Management: Work Control Center holds the official copy of these records.

GS 50005.035

Purchase Form (Secondary Copies).

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 goods/services. May include order form, renewal notice, or invoice, etc. detailing purchase information.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

Note: Purchasing and Accounts Payable hold the official copies of these records.

GS 01017.004

Purchasing Card (PCard Documentation) (Official Copy).

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 held by: Any office.

Retain for 6 years after date of document

then

Any office: Destroy

 

GS 01010.011

Receipt, Cash (Official Copy).

Pre-numbered cash receipt verifying receipt of cash for goods or services.

Official copy held by: Any office.

Retain for 6 years after date of document

then

Any office: Destroy

 

GS 01013.001

Receipt, Departmental Deposit (Official Copy).

Provides a record of date, description of deposit and amount of funds deposited and credited to departmental or other designated budget account.

Official copy held by: Any office.

Retain for 6 years after fiscal year

then

Any office: Destroy

 

GS 50005.033

Request for Printing (Secondary Copies).

To request printing jobs from Print and Copy Services.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

Note: Print and Copy Services holds the official copy of these records

GS 50005.032

Request for Transport Services (Secondary Copies).

To request transport of goods between University offices.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

Note: Central Stores holds the official copy of these records.

GS 01016.001

Sales Ticket (Official Copy).

Pre-numbered three-part form used to order books and supplies from the Students’ Co-op Bookstore.

Official copy held by: Students’ Co-op Bookstore.

Retain for 6 years after date of document

then

Students’ Co-op Bookstore: Destroy

 

GS 50005.040

Sales Ticket (Secondary Copies).

Pre-numbered three-part form used to order books and supplies from the Students’ Co-op Bookstore.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any department: Destroy

 

14-09-68672

Sales Ticket (Secondary Copies).

Pre-numbered three-part form used to order books and supplies from the Students’ Co-op Bookstore.

Applies to secondary copy held by any office.

Retain for 6 years after fiscal year

then

Accounting Services (attached to Journal Voucher): Destroy

 

GS 50005.031

Stores/Order Return Form (Secondary Copies).

Pre-numbered form providing a record of goods and supplies ordered by campus offices from Central Stores warehouse.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

Note: Central Stores holds the official copy of these records.

GS 50005.056

Travel Records (Secondary Copies).

Records documenting travel undertaken by employees and non-employees. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments).

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office or traveller: Destroy

Note: Accounts Payable holds the official copy of these records. Offices and/or travellers are responsible for maintaining original documentation of trips (i.e., receipts) for as long as necessary.

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