WWU04 - Financial Records

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WWU04 - Financial Records

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Section WWU04 covers records relating to budgeting, allocation and expenditure of funds and provision of support services.

Records Series Title and Statement of Function/Purpose
Location and Retention of Official Copy
Retention of One Other Copy
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  
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

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

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

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

Any office: 3 years after end of fiscal year

 

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