RRS_Series: Accounts Receivables

Activity
IV.04. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Business Affairs
Series Name
Accounts Receivables
Series ID
404-20-115
Description

Document a record of money owed to the university, billings and collections and related reconciliations.

These records found in all media (paper, digital, or other) may include but are not limited to:

  • credit card authorization and payment forms and forms data; 
  • invoices;
  • journal vouchers;
  • receipts;
  • returned checks;
  • cumulative listing of all receivables (accounts aging reports);
  • related documentation and correspondence, including e-mail. 
Retention and Disposal Instructions

(a) 10 years for year-end listing/accounts aging reports, purge;

(b) 6 years for all other records, purge.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

Custodian
Units
OAR Predecessors
OAR 166-475-0050 (1) Accounts Aging Records