Section 3: Financial Records

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

Schedule approved by the State Records Committee on December 7, 2016.

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

GS 01001.162

Budget Reconciliation and Monitoring Records

Financial records and reports filed by month (or other unit of time) used to reconcile and monitor expenses and income for a unit. This retention period only applies if these records contain unique transaction records that are not captured in an official university system (for example, original pcard receipts for purchases made outside of a university system). Copies of reports or other records that can be generated from or are stored in online university systems have minimal retention and should be held as Financial Records - Duplicate Copies (GS 50005.064).

 

Official copy held by: Any office.

Retain for 6 years after fiscal year

then

Any office: Destroy

Note: This retention period only applies to original documentation (like pcard receipts) that is not uploaded into an online university system. If no such materials exist in these reconciliation/monitoring records, then the retention period(s)for the other record type(s) will apply.

GS 50008.002

Draft Budget Preparation Materials

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: Originating office.

Retain until no longer needed for agency business

then

Originating office: Destroy

 

GS 50005.064

Financial Records - Duplicate Copies

Copies of financial records (created or received), provided the original documentation or information is contained in university systems. Also covers financial reports that can be regenerated from official university systems at a future date with the same results. This series does not cover purchasing card records, cash receipts, or external invoices that document transactions or parts of transactions made outside of official university purchasing systems.

Previous titles this series now covers:

Accounts Payable Invoice/Credit Memo Approval Forms (secondary copy)

Field Orders (secondary copy)

Purchasing Forms (secondary copy)

Bookstore Sales Tickets (secondary copy)

Budget Status Reports (secondary copy).

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

 

GS 01001.050

Interdepartmental Invoices and Journal Voucher Documentation

Provides a record of charges to individual departments/offices for goods and/or services. These records support the journal vouchering process.

 

Official copy held by: Originating office.

Retain for 6 years after fiscal year

then

Originating office: Destroy

 

GS 04007.001

Internal Audit Report

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 01001.124

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.

 

Official copy held by: Originating office.

Retain for 6 years after fiscal year

then

Originating office: Destroy

 

GS 01001.021

Receipt of Goods Documentation

Records of purchases not made through online university systems or those records of purchases which are not uploaded to online university systems.

Records of purchases which are uploaded to or created in online university systems must also be kept for 6 years; however, that retention period applies to the data and files in the system, not to paper copies held in an office.

Official copy held by: Any office.

Retain for 6 years after fiscal year

then

Any office: Destroy

 

GS 01001.079

Receipt, Cash

Records verifying receipt of cash by a university office for goods or services provided to students or the public.

 

Official copy held by: Originating office.

Retain for 6 years after fiscal year

then

Originating office: Destroy

 

GS 01013.001

Receipt, Departmental Deposit

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

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)

Physical Plant Maintenance/Repair Request (secondary copies)

Request for Printing (secondary copies)

Request for Transport Services (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

Office copies of records processed through official online university travel system. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments).

Records of travel not entered into official university systems must be kept for 6 years after the fiscal year in which the travel was completed (contact University Records Management for more information). Receipts and other materials that are scanned into the official online university system may have additional retention requirements if funded by a grant or outside entity.

Applies to secondary copy held by any office.

Retain until reimbursement has been paid

then

Any office or traveller: Destroy

Note: The official copy of these records should be held in the university's online travel system. However, offices and/or travelers 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 (e.g., records of grant sponsored travel may have retention requirements set by the grant or the granting agency, or university units may have internal policies governing how long travel records must be kept).

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