404 20 135

Activity
IV.04. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Business Affairs
Series Name
Accounting
Series ID
404-20-135
Description

Document the recording, reconciling and reporting of financial transactions and cash flows. 

Includes data and documents resulting from the activities of accounts payable and receivable, vendor set up, purchasing, administration of credit cards, p-cards, and corporate travel or entertainment cards, cash handling, and payroll delivery. Does not include Banner data, travel, moving/relocation expenses, or unclaimed pay and property, unpaid accounts collection, reduction or cancellation, sponsored awards accounting, or records related to bonds and bond financed capital construction and renovation projects; see Related Series field. These records found in all media (paper, digital, or other) may include but are not limited to: 

  • balance sheets; bank deposit slips;
  • cash receipt slips;
  • cash register reports;
  • cash register tapes;
  • cashier's daily summaries/documentation of tellers' daily activities, including amounts processed for payment, beginning and ending daily cash, deposits made by other units, and cash over/under amounts/discrepancies;
  • check copies;
  • check registers;
  • check stubs;
  • credit card holder statements;
  • credit card documentation, including holder or billing statements, authorizations, payment, and supporting material;
  • cumulative listing of all receivables (accounts aging reports);
  • deposit slips;
  • Invoices and invoice vouchers;
  • journal voucher/entry forms;
  • justifications of purchases;
  • outgoing wire requests;
  • paycheck delivery logs;
  • paystubs;
  • payroll check register;
  • Personal Reimbursement Request form and form data;
  • petty cash balance sheets;
  • price quotes;
  • purchase orders/requisitions;
  • purchase/payment authorizations;
  • purchasing portal forms and form data;
  • purchase receipts;
  • returned checks;
  • validation receipts;
  • wire transfer requests; ACHIAT (International Automated Transaction); direct deposit, reversals and rejections;
  • and, related documentation.
Retention and Disposal Instructions

(a) Retain Purchasing Card supporting documentation uploaded to Concur only until these are processed and reconciled, purge;
(b) Procure to Pay systems purchasing order, invoicing, and related documents and data, 6 years after close of fiscal year, purge;
(c) Procure to Pay systems vendor profile data, 6 years after inactive, purge;
(d) all other records, 6 years after close of fiscal year, 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.