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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 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

 

GS 50005.064

Financial Records - Duplicate Copies (Secondary Copies).

Copies of financial records (created or received), provided the actual purchase was made through or documented by Business Services. Also covers financial reports that can be regenerated at a future date with the same results. This series does not cover purchasing card records, cash receipts, or external invoices, as those records document transactions or parts of transactions made outside of Business Services systems.

Previous titles this series now covers:

  • Accounts Payable Invoice/Credit Memo Approval Forms (secondary copies)

  • Central Stores Packing List (secondary copies)

  • Field Orders (secondary copies)

  • Purchasing Forms (secondary copies)

  • Bookstore Sales Tickets (secondary copies)

  • Budget Status Reports (secondary copies)

    • Note: If budget status reports are used to organize and reconcile all an office's financial records (including pcards, invoices, and cash receipts), and the budget report is filed with these records, then the budget status report should be kept for as long as the documents it is filed with are required to be kept.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

GS 04007.001

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 matter resolved

then

Any office: Destroy

 

GS 01001.021

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 fiscal year

then

Any office: Destroy

 

GS 01001.050

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 fiscal year

then

Any office: Destroy

 

GS 01001.049

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 fiscal year

then

Any office: Destroy

 

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 01001.124

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 fiscal year

then

Any office: Destroy

 

GS 01001.079

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 fiscal year

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 50005.065

Service Request Records - Duplicate Copies (Secondary Copies).

Copies of requests for services from other WWU units. The unit providing the service has responsibility for retaining the official copy of the request in their records.

Previous titles this series now covers:

  • Copy Duplicating Request (secondary copies)
  • Lock Maintenance/Repair Request Form (secondary copies)
  • Media Services Customer Request Forms (secondary copies)
  • Motor Pool Vehicle Request (secondary copies)
  • Physical Plant Maintenance/Repair Request (secondary copies)
  • Request for Printing (secondary copies)
  • Request for Transport Services (secondary copies)
  • Stores/Order Return Form (secondary copies)

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

 

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 in the TEM system. Offices and/or travellers are responsible for maintaining original documentation of trips (i.e., receipts) to confirm acceptance of receipt scans in system or for as long as may be required for other purposes.

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