Financial Records Retention Schedule

Policy Steward: Office of the Corporate Controller

Table of Contents:

INTRODUCTION

University Records must be retained and managed in accordance with Policy AD35 University Archives and Records Management and the University’s Records Retention Schedules that have been approved by the Records Management Advisory Committee (RMAC), the Office of General Counsel, and Vice President for Administration. These Records Retention Schedules are derived from - or based upon - federal, state, and local statutes or regulations (i.e.; Federal Acquisition Regulations, the OMB Uniform Guidance, Internal Revenue Service, and other regulations governing the auditability and retention of financial records), University Policy, industry standards, and business needs. All University Records must be maintained in such a manner to provide ease of access, establish a suitable audit trail for all transactions, and to be reviewed prior to disposition.

University Records and Transitory/Disposable Records are defined below. See Policy AD35, Definition of Terms for additional information.

  • University Records - Information that documents a transaction or regularly conducted activity of the University and that is created, received or retained pursuant to law, University policy, or in connection with a transaction, business, or activity of the University.  The term includes documents, papers, letters, books, drawings, maps, plans, photographs, tapes, film or sound recordings, microforms, digital or analog files, information stored or maintained electronically, and data- or image-processed documents.
  • Transitory/Disposable Records - University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Records as delineated on the Records Retention Schedule. Examples include photocopies of official University Records, a printed copy of a University Record that is held by the Responsible Party or within a System of Record, a spreadsheet containing data that is exported from an officially resides in another systems, personal emails not related to University business or activity, and/or mass emails or communications.

Upon completion of the retention period, University Records must be disposed of via secure destruction or transfer to University Archives, unless an exception to the disposition process set forth below applies. In many cases, retention periods and disposition methods may be generally determined by comparing the type of record (i.e., reports, correspondence, etc.) to similar records series with known retention periods listed on the Records Retention Schedule.  If the disposition method for University Records states “Review by Archives” on the Records Retention Schedule, the Unit responsible for those records should consult the University Archivist for a final determination of disposition. For University Records that must be securely destroyed, units may arrange for shredding services by either contacting the Blue/White Shredding Program or the Inactive Records Center (IRC).

Exceptions to the disposition process are as follows:

  • University Records subject to a Legal Hold (see Policy AD35, Legal Hold). A legal hold will remain in effect until it is released in writing by the Office of General Counsel.
  • University Records under audit or review, either internally or externally. An audit hold will remain in effect until the hold is released by the Office of Corporate Controller. The Financial Officer will be notified regarding any cost objects that are under audit hold; the Financial Officer will be responsible for contacting the Unit associated with the cost objects.

To safeguard the privacy of individuals, records that contain Personally Identifiable Information (PII), as defined in University Policy, AD53 Privacy Policy, or student records, as defined in University Policy, AD11 Confidentiality of Student Records, must be securely destroyed beyond recovery. For additional information regarding privacy and the protection of an individual's personal information, see Policy AD53.

Unit specific retention schedules for individual offices that are developed by the Office of Records Management should be utilized in conjunction with this schedule to identify records unique to that Unit. Retention periods for University Records not specifically listed on the Financial Records Retention Schedule (below), on Unit Specific Records Retention Schedule, GURU Procedures and Forms, or in the General Records Retention Schedule may be determined by contacting the Office of Records Management

PURPOSE OF FINANCIAL RECORDS RETENTION

This Financial Records Retention Schedule provides the requirements for the length of time various financial records must be retained by the Office of the Corporate Controller or individual Units of the University, including finance or business offices. Retention Schedules for central financial systems, such as IBIS, ERS and eBuy, will be defined by the Office of the Corporate Controller in coordination with the Office of Records Management. In addition, the Office of the Corporate Controller will maintain separate retention schedules for records maintained by its units.

When requirements for long-term retention of records overlap, the responsible office should retain records for the maximum retention period needed to meet legal and audit requirements and to comply with Policy AD35. In special cases retention periods may be extended by request of the central offices. In such a situation the affected will be notified in writing or it will be noted in the retention schedule. See Audit Holds listed below.

RESPONSIBILITY & SYSTEM OF RECORD

1. Electronic Transactions and Systems (Centrally Maintained)

When the records resulting from a transaction is electronic and in a system of record, the office responsible for overseeing the system is responsible for retaining the official electronic records. This includes transactions in IBIS, ERS, eBuy, and the DocFinity Imaging System. The retention schedule below lists which office or system is responsible for retaining the official records in the "Responsible Party / System of Record" column below.

2. Paper Records (Locally Maintained or Retained after Scanning)

When the records resulting from a transaction are paper, the office that receives the original record is responsible for retaining it. The submitting department is responsible for retaining the support until the transaction has posted to IBIS or other systems of record. Originating departments have the responsibility to destroy any paper backup once central administration has successfully processed the reimbursement request, has a copy of the scanned supporting documentation, and the transaction has been fully processed through the central system.

Departments may scan paper records, such as purchasing card support forms, into approved systems (such as DocFinity) and then securely destroy the paper record, but the retention period still applies to the scanned record. An approved scanning process and system of record is one which has been vetted and approved by AIS Imaging Services, as meeting all requirements for retaining electronic records, including appropriate indexing, as well as security and access by central offices as needed for audit purposes. AIS Imaging Services also will manage the purging of records according to the retention schedules.

Per FAR 4.703(c)(3) a copy of the original record must be retained for one year past the date it was scanned to allow time for validation of the electronic records in the system. This applies to all local electronic record keeping systems used for financial records, such as Purchasing Card support forms. Therefore, records that originated in paper format and are then scanned must be retained for one year before the paper record can be destroyed. This does not apply to ERS or eBuy records.

When a central office has retention responsibility, the department initiating a transaction may discard copies of documentation supporting the transaction when it is no longer needed for management purposes. For example, when the transaction is complete and the transaction has posted as an actual in IBIS. Departments should not maintain documentation held by central offices more than one month after the transaction, unless for some reason the transaction has not yet posted.

FINANCIAL RECORDS REQUIREMENTS

Audit Holds: There are specific audit holds required for certain financial records which are maintained by the University, including both the Office of the Corporate Controller and the Units. The current Audit Holds will define the earliest date from which records are required to be maintained up until the current fiscal year. That information is listed “Audit Hold” column below and are set based on audit requirements for indirect and fringe cost calculations, using general fund financial records, by the Defense Contract Audit Agency (DCAA). Until these audits are complete, general fund records must be maintained.

Tax-Exempt Debt Related Records: Life of the bond issue, plus the life of any issue that refunds the issue, plus six years. Records related to tax-exempt debt include but are not limited to documentation of the use of the debt proceeds (project costs), how debt financed property is used, relevant sponsored research contracts and grants in facilities financed with tax-exempt debt, relevant third party leases of space, etc.

Direct Charges and Revenues to Contracts and Grants: Per OMB Uniform Guidance 2CFR Part 200 - three years following the contract end date (date of submission of final expenditure report). This may be extended if the contract/agreement is under audit or if circumstances related to tax-exempt financing require it (see Tax-Exempt Debt Related Records above).

Cost Sharing: Any cost sharing records, including those on general funds, must be maintained for the same length of time as the direct charges to the award. This supersedes any general fund retention limits listed in the schedules below.

NOTE: Retention is based on the end date of the award, not a particular fund established under an agreement. Units who are managing part of an agreement must be aware of the agreement dates and must maintain records based on the agreement end date, not on the end date of their particular fund. In IBIS, the agreement end date will be the close-out date for the agreement.

Business Transaction Records (not contract or grant-related): Current Year + 2 years - although general fund transactions may need to be held longer for audit purposes. Endowment and gift accounts follow the same retention as general funds.

Taxable Income (Cash receipt information and billings, and all records for activities considered unrelated business income). Four years following the end of the fiscal year. Longer retention times apply to certain records retained by central offices.

RECORD CATEGORIES:

ACCOUNTS PAYABLE

Accounts Payable Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Back-Up for IBIS FORMS, specifically SRFC - forwarded to Accounting Operations, such as:
  • Group Meal/ Group Meeting Support Form
  • Refund Request Form
  • Request for Cash Advance
  • Request for Travel Advance
  • Vendor Invoices
Central - DocFinity Per DocFinity Retention Guidelines From 2015-2016 fiscal year to/including the current fiscal year
Back-Up for SRFC, held in Department Department Current fiscal year + 2 years From 2015-2016 fiscal year to/including the current fiscal year
IBIS FORMS - SRFC, JVDP, JVCN Central - IBIS Per IBIS Retention Guidelines

From 2015-2016 fiscal year to/including the current fiscal year

Non-Office Telecommunication Agreements (NTUA) (Obsolete, 02-12-16)



Cellular Usage Agreements (CUA) (After 02-12-16)

Department Current active agreement + prior agreement. Ended agreements should be held for two years after end date.  
Special Request for Check PAPER

Only used for wire transfers/foreign drafts
Central - DocFinity Per DocFinity Retention Guidelines

From 2015-2016 fiscal year to/including the current fiscal year

Telephone bills or other invoices not imaged centrally Department Current fiscal year + 2 years From 2015-2016 fiscal year to/including the current fiscal year

NOTE: Records maintained in DocFinity by Accounting Operations can be viewed by Finance Office personnel.

 

ACCOUNTS RECEIVABLE, INCLUDING RATES AND FEES

Accounts Receivable Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
AD15 Fee Approvals for Research Service Centers Department Current fiscal year + 7 prior years of rate history From 2015-2016 fiscal year to/including the current fiscal year
AD15 Fee Approvals - General Department Current fiscal year + 3 prior years of rate history

From 2015-2016 fiscal year to/including the current fiscal year

Central Accounts Receivable Program (CARP) - Data entered into system Central - CARP Indefinite  
Central Accounts Receivable Program (CARP) - Local documentation not entered into CARP Department 3 years after invoice paid  
Facility Usage Invoices Department Current fiscal year + 2 prior years, after closed or written-off. Open invoices should be retained.

From 2015-2016 fiscal year to/including the current fiscal year

Other Departmental Invoices Department Current fiscal year + 2 prior years, after closed or written-off. Open invoices should be retained.

From 2015-2016 fiscal year to/including the current fiscal year

Pre-Numbered Receipt Books (completed) Department Current fiscal year + 2 prior years  
Report of Cash Receipts - Paper and Back-Up Department Current fiscal year + 2 prior years

From 2015-2016 fiscal year to/including the current fiscal year

 

BUDGET RECORDS *

Budget Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Budget Amendments Central - IBIS Per IBIS Retention Guidelines  
General Salary Increase Records Central - IBIS or EDDs Per IBIS and EDDs Retention Guidelines  
Initial Operating Budget Central - IBIS Per IBIS Retention Guidelines  

* No paper copies should be maintained.

 

CONTRACTS

The statute of limitations for breach of contract in the Commonwealth of Pennsylvania is 4 years; therefore Penn State has set this as the minimum retention period for all contracts, including leases.

NOTE: Risk Management and the Assistant Treasurer do not maintain copies of executed agreements. The contracting department is responsible for maintaining the contracts in their files as noted below. Scanned copies may be kept, but should be accessible by others in the department if needed (on department network).

Research Awards through the Office of Sponsored Programs are maintained centrally through OSP. See Grant and Contract Records section above.

Agreements and contracts processed as part of a Purchase Order or signed by Purchasing are maintained centrally through Purchasing. See Purchasing section below.

Contracts Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Amendments and Addendums (Non-Sponsored Awards) Department Same retention as original agreement

From 2015-2016 fiscal year to/including the current fiscal year

Electronic or Click-Through On-line Agreements - including one-time delegation emails received See FNG02 Limited Delegation of Contract Approvals - Electronic Agreements Department 4 years after end of agreement

From 2015-2016 fiscal year to/including the current fiscal year

Facility Use Agreements, including Banquet Event Orders (BEO) Department 4 years after end date of event

From 2015-2016 fiscal year to/including the current fiscal year

Leases - Equipment, Vehicle (does not include short-term vehicle rental contracts while on travel status) Department 4 years after termination of lease

From 2015-2016 fiscal year to/including the current fiscal year

Leases - Real Estate Central - Real Estate OPP 4 years after termination, then archived

From 2015-2016 fiscal year to/including the current fiscal year

Master Entertainment Agreements Department 4 years after end date of event

From 2015-2016 fiscal year to/including the current fiscal year

Non-Disclosure Agreement (NDA) Department 4 years following the end date of the obligation to keep information confidential

From 2015-2016 fiscal year to/including the current fiscal year

University Scholar Agreement (obsolete as of 12/11/2019)

University Guest Presenter Agreement (effective 12/11/2019)
Department Back-Up with SRFC for central scanning, or maintain in department for current + 4 years.

From 2015-2016 fiscal year to/including the current fiscal year

All Other Contracts not listed above (Non-Sponsored Awards) Department 4 years after end date of event or end of contract

From 2015-2016 fiscal year to/including the current fiscal year

 

GRANT AND CONTRACT RECORDS (SPONSORED AWARDS)

In accordance with the OMB Uniform Guidance 2CFR Part 200, financial records, supporting documents, statistical records, and all other records pertinent to an award shall be retained for a period of three years from the date of submission of the final expenditure report or, for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial reports, as authorized by the Federal awarding agency; except if any litigation, claim, or audit is started before the expiration of the three year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken (units must check with Research Accounting for this determination).

In IBIS, the end date of the agreement is the CONTRACT END DATE, which can be found for a particular account by using ICNA - Contract Information Inquiry or IACT - Inquiry on Account. Do not use the Account End Date, as this is the date the account number closes, not the agreement itself.

It is highly recommended that separate contract and grant files be maintained for all sponsored awards to support all transactions and actions on a contract or grant which is not maintained in a centrally maintained system (IBIS, eBuy, ERS, SIMS, DocFinity, etc).

SIMS, which is maintained by the Office of Sponsored Programs (OSP), is the official record of contractual documents for the University. If a record is in SIMS, it does not need to be maintained by the department. SIMS retention is managed through OSP.

Grants and Contract Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
30 Day Memos (Late Payroll transfer documentation) Finance Office 3 years AFTER the end date of the agreement.

From 2015-2016 fiscal year to/including the current fiscal year

Annual Effort Certification (Sponsored Awards) Finance Office 10 years

From 2015-2016 fiscal year to/including the current fiscal year

Cost Accounting Justification Administrative /Clerical Costs Finance Office 3 years AFTER the end date of the agreement.

From 2015-2016 fiscal year to/including the current fiscal year

Cost Accounting Justification Non-Personnel Costs Finance Office 3 years AFTER the end date of the agreement.

From 2015-2016 fiscal year to/including the current fiscal year

Cost Accounting Justification Non-Personnel Costs Checklist Form Finance Office 3 years AFTER the end date of the agreement.

From 2015-2016 fiscal year to/including the current fiscal year

Paper Records not maintained centrally Department 3 years AFTER the end date of the agreement

From 2015-2016 fiscal year to/including the current fiscal year

Salary Assignment Sheets (back-up for Pay and Effort)Recommend filing by person Finance Office 10 years

From 2015-2016 fiscal year to/including the current fiscal year

 

MERCHANT MANAGEMENT / CASH

All supporting documents for cash deposits - register slips, deposit tickets, etc should be held for current + 2 years.

Merchant Management/Cash Records Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Bank validated copies of deposit tickets Department Current fiscal year + 2 years  
Charge-back and Customer Disputes Department Current fiscal year + 2 years  
Daily Settlements and batches from Swipe Credit Card Terminals Department Current fiscal year + 2 years  
Payment Card Industry - Data Security Standards (PCI-DSS)
Self-Assessment Questionnaires (SAQ) - (PCI-DSS) Department 3 years  
PCI-DSS quarterly scans Department 3 years  
Monthly Merchant Statements Department Current fiscal year + 3 years  
Credit Card Processing Merchant Request Central -Corporate Controller 3 years  
Credit Card Processing Terminal Request Central -Corporate Controller 3 years  
Penn State eCommerce Electronic Credit Card daily settlements and batches Central - AIS Current fiscal year + 2 years  
Penn State eCommerce Electronic Credit Card sales receipts Central - AIS Current fiscal year + 2 years  
Processor and Gateway Contract (must be approved Centrally) Central - Corporate Controller 7 years from the end of the contract  
RECRs (Electronic Commerce Report of Cash Receipts) Central - AIS Current fiscal year + 2 years  
Refunds to customers Department Current fiscal year + 2 years  
Report of Cash Receipts - Paper and Back-Up Department Current fiscal year + 2 years  
Sales Receipts from Swipe Credit Card Terminals Department Current fiscal year +2 years  
Third Party Credit Card Hardware and Software contracts Department 7 years from the end of the contract  
Transfer of Accountability - Logs and Forms 

(maintain in chronological order)
Department and Courier Current fiscal year + 2 years  

 

OPERATING CASH FUNDS/PETTY CASH/CHANGE FUNDS

Operating Cash Funds/Petty Cash/Change Funds Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
REQUEST FOR CASH ADVANCE: Long-Term Advances from Fund Short-Term Advances from Fund   Custodian Custodian   Until settled, then 2 years Until settled, then 2 years  
Bank Authorization Documentation, including signature cards and authorized signers Custodian Until account closed, then 2 years.  
Bank Statements Custodian Current fiscal year + 2 years  
Canceled Checks (if not imaged by banking institution) Custodian Current fiscal year + 7 years (per IRS)  
Deposit Records Custodian Current fiscal year + 2 years  
Disbursement Records Receipt for Petty Cash Expended Custodian Current fiscal year + 2 years unless scanned as back-up to SRFC in IBIS  
Monthly Reconciliations Custodian Current fiscal year + 2 years  
Travel Advance other than through SRFC Financial Officer After settlement:   Current fiscal year +2 years  

 

PAY AND EFFORT

These are retention for those transactions which are NOT direct charges to grants and contract. See Grant and Contract Records for those retention periods.

Pay and Effort Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Appointment Records for Employees (other than IBIS) Department Per HR Guidelines

From 2015-2016 fiscal year to/including the current fiscal year

Appointment Records for Graduate Assistants (other than IBIS) Department Seven years after end of appointment

From 2015-2016 fiscal year to/including the current fiscal year

Cross-Foot Error Messages - EDDS reports Central - EDDS Current Fiscal Year + 3 prior years  
Effort Certification (General Funds) Finance Office Current Fiscal Year + 3 prior years
From 2015-2016 fiscal year to/including the current fiscal year
Pay and Effort Forms (PYTR) Central - IBIS Per IBIS Retention Guidelines

From 2015-2016 fiscal year to/including the current fiscal year

Payroll Vouchers Central - EDDS Current Fiscal Year + 3 prior years From 2015-2016 fiscal year to/including the current fiscal year
Salary Assignment Sheets Finance Office Current Fiscal Year + 3 prior years From 2015-2016 fiscal year to/including the current fiscal year

 

PAYROLL

Payroll Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Annual Election Forms (i.e. United Way) Central 7 years  
I9 - Wage and Graduate Assistants Department See HR Retention Schedules

From 2015-2016 fiscal year to/including the current fiscal year

IBIS Forms: PADJ; SUPP Central - IBIS Per IBIS Retention Guidelines

From 2015-2016 fiscal year to/including the current fiscal year

Permanent Election Forms (W-4, W-4E, Direct Deposit) unless amended Central 7 years after date of final pay  
Wage payroll time slips or time clock cards. Department 3 years AFTER the end date of the agreement if posted to contract or grant; otherwise current fiscal year + 1 prior year.

From 2015-2016 fiscal year to/including the current fiscal year

 

PROPERTY

Property Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Capital Equipment and Property Inventory Central - Property Inventory Perpetual  
Federally-Funded Capital Equipment Pre-Acquisition Screening Certification and related Capital Equipment Shared-Use Agreement (Successful searches) Department - both Borrowing and Lending 1 year after termination of Shared-Used Agreement  
Request for Authorization to Use University Tangible Assets at a Non-University Location Department While equipment held; then current + one fiscal year after return  
Special Property Audits Assigned Property Administrator Current Fiscal Year + 7 prior years  
Tangible Property Records - Under Commonwealth of PA Agreement ($1.00 - $4,999.99) Department Current Fiscal Year + 3 prior years  

 

PURCHASING CARD

Purchasing Card Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Cardholder Agreement Central - ABS Digital Record - Indefinitely while cardholder active + 2 years after no longer hold card  
IBIS FORMS - APCA, UPCA Central - IBIS Digital Record - indefinitely while cardholder active + 2 years after no longer hold card

From 2015-2016 fiscal year to/including the current fiscal year

P-Card Support Forms Documentation/Receipts Posted to Contracts and Grants Department 3 years AFTER the end date of the agreement.

From 2015-2016 fiscal year to/including the current fiscal year

Posted to Other Accounts, including general Department Current Fiscal Year+ 2 prior years
From 2015-2016 fiscal year to/including the current fiscal year
Purchasing Card Statements Cardholders Current statement, plus prior 12 months If cardholder leaves University employment, statements should not be retained.  
Reconciler Delegation Form Finance Office 2 years after no longer serve as reconciler  

 

PURCHASING (NON-PCARD)

Purchasing (Non-PCARD) Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Federally-Funded Capital Equipment Pre-Acquisition Screening Certification (Accompanies related purchase order; applies to unsuccessful searches, or searches that were successful, but not available for shared-use) Central - eBuy Current fiscal year + 7 years

From 2015-2016 fiscal year to/including the current fiscal year

Limited Order Department 3 years AFTER the end date of the agreement if posted to contract or grant; otherwise current fiscal year + 3 prior years.

From 2015-2016 fiscal year to/including the current fiscal year

Purchase Orders and supporting documentation, invoices, credits, PO Change forms, Receiving Reports (For contracts related to POs, see contracts section) Central - eBuy Current fiscal year + 7 years

From 2015-2016 fiscal year to/including the current fiscal year

Request for Quote, Request for Information, Request for Proposal and Supplier Responses Central - eBuy Current fiscal year + 7 years

From 2015-2016 fiscal year to/including the current fiscal year

 

ROLE MANAGEMENT

Role Management Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
ADBA - Add Direct Bill Authorization Central - digital 7 years  
Designated/Delegated/Proxy Authorization Cards (not required if WebRAT and Workflow used to document authorizations) Finance Office While active +2 years from end of authorization  
IBIS Approval Path Change Reports Central - EDDS 7 years  
ROLE Workflow Forms Central - digital 7 years  
UDBA - Update Direct Bill Authorization Central - digital 7 years  
WebRAT Role Updates Central - digital 7 years  

 

STUDENTS ACCOUNTS RECEIVABLE

For non financial records related, see "Student Records" Section of the General Records Retention Schedule

Students Accounts Receivable Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Internal Scholarships and Endowed Scholarships Department 3 years after award disbursed  
Student account records, receipts, aid award letters, etc. not available in ISIS Finance Office Until student account closed, then 2 years  

 

TRANSPORTATION SERVICES

Transportation Services Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Appeal of Parking Violations Transportation Services Current fiscal year + 3 years  
Fleet Direct Billing Records Central - ABS (VAUX) Current fiscal year + 3 years  
Long-Term Vehicle Assignment Request Department/Finance Office Current fiscal year + 2 years  
Long-Term Vehicle Usage Log Department Current fiscal year + 5 years  
Parking Violations Transportation Services Current fiscal year + 3 years  
Reservation and Authorization for use of University Vehicle Central - ABS Current fiscal year + 3  

 

TRAVEL AND GROUP MEALS

Travel and Group Meals Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Employee Travel Form/Worksheet for the ERS System Department Only retain until report paid/settled

From 2015-2016 fiscal year to/including the current fiscal year

ERS Travel Reports, including all imaged receipts and documentation *

Original receipts for foreign travel should be submitted to Accounting Operations for VAT Reclamation
Central - ERS Current + 7 years

From 2015-2016 fiscal year to/including the current fiscal year

Hospitality Services Inter-Office Charge Slip Department Current fiscal year +1 year

From 2015-2016 fiscal year to/including the current fiscal year

Non-Employee Travel Reimbursement Form Department Only retain until report paid/settled

From 2015-2016 fiscal year to/including the current fiscal year

One Day Travel - Meal Reimbursement Report Department Only retain until report paid/settled

From 2015-2016 fiscal year to/including the current fiscal year

Request for Travel Exception or email approval of exceptions Finance Office Approved form or email should be scanned into ERS documentation; otherwise current + 7 years

From 2015-2016 fiscal year to/including the current fiscal year

Travel Advance other than through SRFC Financial Officer After settlement:   Current fiscal year +2 years

From 2015-2016 fiscal year to/including the current fiscal year

Travel Itinerary and Per Diem Computation Worksheet Department Only retain until report paid/settled

From 2015-2016 fiscal year to/including the current fiscal year

 

OTHER

Other Records Retention
RECORDS SERIES (File Description) RESPONSIBLE PARTY / SYSTEM OF RECORD RETENTION PERIOD AUDIT HOLD
Telephone logs (records of incoming and outgoing calls) Department Current fiscal year + 1 year  
Telephone Service Requests (Paper) Department Current fiscal year + 1 year  
WTSR - Workflow Telephone Service Request Central - digital Current fiscal year + 1 year  

 

(11-06-2019)