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Records Series Title and Statement of Function/Purpose
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Location and Retention of Official Copy
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Retention of One Other Copy
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| Accounts Payable Invoice/Credit Memo Approval Form. 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. |
Accounting Services: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Audit Report, Internal. Provides a record of the final audit results of specific University programs and/or fiscal activities, including the University's response. |
Office of Internal Auditor: 6 years after the audit is closed; transfer to University Archives & Records Center for historical preservation when retention period fulfilled. |
Any office: 3 years after resolution of audit issues |
| Budget Planning Files/Working Papers. May include budget work sheets, copies of amendment of allotment transaction, reports, statistics and related information used in preparation of budget proposals and requests. |
Any office: 3 years after end of fiscal year |
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| Budget Status Report. Detail of monthly expenditures by department; used for budget monitoring and expenditure control. Documents expenditures and encumbrances affecting allotments. |
Accounting Services: 6 years after end of fiscal year |
Departmental unit: 3 years after end of fiscal year |
| Central Stores Packing List. Used to fill, verify, package and ship orders from Central Stores warehouse. |
Central Stores: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Copy Duplicating Request. To request offset copy reproduction work by University offices. |
Publishing Services: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Credit Card Records. |
See Purchasing Card (P-Card) Documentation |
| Field Order. Computer generated modification of state form A17-1. Used to order goods and/or services from private vendors. Includes quotations, invitations to bid and related correspondence. |
Purchasing: 6 years after end of fiscal year
Accounting Services: 6 years after end of fiscal year
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Any office: 3 years after end of fiscal year |
| Invoice Voucher, A19-1, State of Washington. Documents charges for goods and/or services furnished to the State of Washington. |
Accounting Services: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Invoices, Interdepartmental. Provides a record of charges to individual departments/offices for goods and/or services. |
Originating office: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Invoices, Vendor. Billing to University from outside vendors for goods and services. |
Accounting Services: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Journal Voucher for Revenue and Expenditure Transactions. Reports charges and transfers of funds between University budgets. |
Accounting Services: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Lock Maintenance/Repair Request Form.Used to request service to locks, safes, locking hardware and keys. |
Lockshop: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Media Services Customer Request Forms. Used to request media services, supplies and equipment. |
Media Services: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Motor Pool Vehicle Request. To request rental of Motor Pool vehicles. |
Motor Pool: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Petty Cash Fund Records. May include: field order; purchase form; Invoice Voucher A19-1; End-of-Year Closeout form; Daily Transaction log; memo designating departmental petty cash custodian. |
Student Fiscal Services/Cashier: 6 years after end of fiscal year |
Department: 3 years after end of fiscal year |
| Physical Plant Maintenance/Repair Request. Used to request maintenance and repairs to University facilities. |
Work Control Center: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Physical Plant Maintenance/Repair Request. (Construction, Renovation, Equipment) Used to request equipment, or alterations, construction, or renovation of University facilities. |
Work Control Center: 6 years after completion or cancellation of job |
Any office: 3 years after completion or cancellation of job |
| Purchase Form. 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. |
Purchasing: Attached to field order when Purchasing does ordering; 6 years after end of fiscal year
Accounting Services: Retained when departments place orders; 6 years after end of fiscal year
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Any office: 3 years after end of fiscal year |
| Purchasing Card (PCard) Documentation. 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. |
Department: 6 years after end of fiscal year |
| Receipt, Cash, WWU, Copy 2. Pre-numbered cash receipt verifying receipt of cash for goods or services. |
Any office: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Receipt, Departmental Deposit, WWU.Provides a record of date, description of deposit and amount of funds deposited and credited to departmental or other designated budget account. |
Student Fiscal Services/Cashier: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Request for Printing. To request printing jobs from University Publishing Services. |
Publication Services: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Request for Transport Services. To request transport of goods between University offices. |
Central Stores: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Sales Ticket. Pre-numbered three-part form used to order books and supplies from the Students' Co-op Bookstore. |
Students' Co-op Bookstore: 6 years after end of fiscal year
Accounting Services: Attached to Journal Voucher; 6 years after end of fiscal year
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Any office: 3 years after end of fiscal year |
| Stores Order/Return Form. Pre-numbered form providing a record of goods and supplies ordered by campus offices from Central Stores warehouse. |
Central Stores: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Travel Expense Voucher. Pre-numbered form used to claim reimbursement for travel expenses. |
Accounting Services: 6 years after end of fiscal year |
Any office: 3 years after end of fiscal year |
| Travel Form. 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-employees and interviewees travel. |
Purchasing: 6 years after end of fiscal year
Research and Sponsored Programs: 10 years after termination of the grant contract
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Any office: 3 years after end of fiscal year |
