General Records Retention Schedule
Financial Records
UW-GS 6
(Revised) August 2007
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Airbills for Expedited Mail Service Carrier: Acts as receipt for
use of express mailing services such as Federal Express, Airborne Express,
etc.
Official Copy: Mailing Services
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Animal Request/Order Forms: Requests for the purchase of animals to
be used in research.
Official Copy: Department of Comparative Medicine
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: Any Ordering Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Audit Reports -- Internal Auditor: Documentation of findings
reported as a result of an audit by UW Internal Audit.
Official Copy: UW Internal Auditor
Retention: 6 years after administrative purpose served
Disposition Method: Transfer
to
Archives
Other Copy: Any Audited Office
Retention: 3 years after resolution of audit issues
Disposition Method: Shred
Audit Reports -- State or Independent Auditor: Documentation of findings
reported as a result of an audit by the State Auditor or by an independent
auditing firm.
Official Copy: Any Audited Office
Retention: 6 years after resolution of audit issues
Disposition Method: Transfer to
Archives
Bank Records: A record of transactions with a
bank. May
include deposit slips, cash register or adding machine tapes attached to
bank-validated deposit tickets, monthly statements, etc.
Official Copy: Payables Administration, or Departments with Direct
Deposit
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWT: Finance Department: Cashier
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred
Bid Documents: A record of
proposals from vendors or consultants
for services or supplies, in response to a Request for Proposal (RFP),
Request for Quote (RFQ) or Request for Information (RFI). May include
RFP's, RFQ's, RFI's, awarded or denied
bids, bid evaluation forms, correspondence, etc.
Official Copy: Purchasing
Retention: 6 years after file closed
Disposition Method Recycle
Other Copy: College/School or Department
Retention: 1 year after award of bid
Disposition Method: Recycle
Billing Source Documents: Documentation
used by UW
Recharge/Cost/Service Centers (e.g., University Stores, Mailing Services,
Motor Pool, Physical Plant, Publications Services, University Temporary
Services, Telecommunications, etc.) to prepare Cost Transfer Invoices
(CTIs),
Internal Sales Documents (ISDs), recharge documents, journal vouchers, or
invoices for the purpose of charging other budgets or non-UW entities for
services or supplies. May describe, in greater detail than billing
document, the service or supplies provided. May include work orders,
service requests, logs of goods/services provided, etc.
Official Copy: Any Issuing Office
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Budget Activity Reports (BARs):
Report budget revenue and expenditures for a single month.
Official Copy: Payables Administration
Retention: 6 years after end of biennium
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon
as they have served their reference purpose if not used for oversight
or reconciliation activity
Disposition Method: Recycle
Budget Number Requests: Provides a record of requests by an office
to establish a new budget number.
Official Copy: Budget Office
Retention: 6 years after end of biennium
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 1 year after budget closed
Disposition Method: Recycle
Budget Preparation Files/Working Papers: Document departmental
budget
planning process for a biennial budget proposal. May include
correspondence, reports, statistics, etc.
Official Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Transfer to Archives
for
review
Budget Requests -- Final: A record of
the final
biennial budget request from Deans, Vice Provosts or Vice Presidents.
Official Copy: Budget Office
Retention: 4 years after end of biennium
Disposition Method: Transfer to Archives
Other Copy: Deans' or Vice Presidents' Offices
Retention: 2 years after end of biennium
Disposition Method: Transfer to
Archives
Budget Revision
Documentation: A record of requests for adjustments
in the final budget proposal. May include Request for Budget Revision,
correspondence and related supporting papers.
Official Copy: Budget Office
Retention: 4 years after end of biennium
Disposition Method: Recycle
Other Copy: Deans' or Vice Presidents' Offices
Retention: 2 years after end of biennium
Disposition Method: Recycle
Budget Signature Cards: A record of individuals authorized to make
purchases on a specific budget.
Official Copy: Any Office
Retention: 6 years after termination of authorization
Disposition Method: Shred
Budget Status Report (BSRs):
Summarize budget
revenue and expenditures cumulatively from biennium beginning to current
month.
Official Copy: Payables Administration
Retention: 6 years after end of biennium
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon
as they have served their reference purpose
Disposition Method: Recycle
Budget Status Summary Reports
(BSSRs): Cumulative
monthly summaries of financial activity from the beginning of a biennium
to the current month at the subsidiary ledger level.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon
as they have served their reference purpose
Disposition Method: Recycle
Cash Register Tapes: Chronological record of cash/credit card
transactions at
each register.
Official Copy: Cost Centers
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred
Cash Transmittals:
Report currency and checks
transferred from a UW department to Student Accounts: Cashier's Office, or
directly to
the bank (Direct Deposit), and credited to UW budgets.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Official Copy: Student Accounts: Cashier's Office
Retention: 6 years after end of month
Disposition Method: Recycle
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Check Requests:
Requests for a check to be
written by Payables Administration. Includes name of recipient, reason
for
payment, amount, approval signature, check number, date account charged, etc.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Collections Files: A record of
efforts to collect payment on
outstanding invoices or on checks returned because of insufficient funds
(NSF). May include collection letters, correspondence with collection
agency, logs of collections actions, lists of uncollectable accounts,
Aging Reports, etc.
Official Copy: Housing & Food Services: Financial Services, or any
office
authorized to maintain its own billing/collection system
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred
Official Copy: UWB: Finance and Administration
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred
Consolidated Budget Status Report: Monthly report which
consolidates department state-funded budget information. Provides a
cumulative summary of financial status. Includes budget name, budget
number, funding agency, budget period, etc. Generated for reference
purposes from Financial Accounting System database.
Other Copy: College/School or Department
Retention: until superseded
Disposition Method: Recycle
Contracts -- Purchase, Lease or Rental:
Agreements for the purchase
of goods or services, or the lease/rental of equipment or vehicles. May
include local purchase contracts for a group of products or services to
be purchased locally over a period of time, equipment maintenance/service
agreements and warranties, memorandums of understanding, personal service
contracts with individuals or
firms for specialized services and State purchase agreements for items
or services contracted through the State Division of Purchasing.
Official Copy: Purchasing
Retention: 6 years after termination of contract
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 6 years after termination of contract
Disposition Method: Recycle
Copy Services Order Forms: Orders from departments
for copy services involving large photocopy orders or special jobs.
Official Copy: Publications Services
Retention: 6 years after end of month
Disposition Method: Recycle
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Cost Transfer Invoices (CTIs): A billing record for services or supplies charged
by a UW department to another UW budget, including material purchased
through UW Stores/Corporate Express.
Official Copy: Any Issuing Office
Retention: 6 years after end of month
Disposition Method: Recycle
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Credit Card Charge Records: A record of amounts charged to a credit
card in payment for goods or services. May include statements, charge
slips, and related invoices. Does not include ProCard records.
Official Copy: Student Accounts: Cashier's Office (for payment
received)
Retention: 6 years after date paid or determined uncollectable
Disposition Method: Shred
Official Copy: Payables Administration (for payment
made)
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method Shred
Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Shred
Endowment Fund Records:
Correspondence and summary reports related to trust
agreements, establishment of endowment funds, use of funds, etc.
Official Copy: Treasurer's Office
Retention: 6 years after endowment liquidated
Disposition Method: Transfer to Archives for review
Other Copy: College/School or Department
Retention: 1 year after funds dispersed
Disposition Method: Transfer to Archives
for review
Financial Statements/Reports -- Annual or Biennial: A record of costs,
expenditures and revenues.
Official Copy: Any Office
Retention: 6 years after end of reporting period
Disposition Method: Transfer to
Archives for
review
Financial Statements/Reports -- Quarterly/Monthly: A record of
quarterly and/or monthly financial
statements and budget reconciliations.
Official Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
General
Ledgers: An
itemization and summary of all income and expenditure
transactions for each month in a biennium. Reconciled to Budget Activity Reports
(BAR) and Budget Status Reports (BSR).
Official Copy: Payables Administration, or Auxiliary
Enterprises
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Gift Records: Documentation of the
amounts of donations received, name of
donors, and conditions placed on donations. May include Gift/Pledge
Transmittal
Form, correspondence, solicitation material, copies of checks or
securities documents, acknowledgement letters, etc.
Official Copy: Development and Alumni Relations: Gift Processing (non-endowed
funds)
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: Treasurer's Office (endowed funds)
Retention: 6 years after endowment liquidated; transfer to Archives
for review
Disposition Method: Shred
Official Copy: UWT: Office of Advancement (non-endowed funds)
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWB: Development and Alumni Relations (non-endowed funds)
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Honoraria, Requests for:
Departmental requests for payment
of an honorarium to visiting faculty and speakers. Also includes
requests for Graduate School Research Fund monies.
Official Copy: Purchasing
Retention: 6 years after file closed
Disposition Method: Shred
Official Copy: Graduate School Dean's Office: Graduate School
Research Fund
Retention: 6 years after termination of contract
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Internal Sales Documents (ISDs)
: A record of sales of services or
supplies by service centers and auxiliary enterprises to other UW entities.
Official Copy: Any Issuing Office
Retention: 6 years after end of month
Disposition Method: Recycle
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Interview Expense, Requests for:
Requests for authorization from a
Dean and from the Provost to pay travel expenses for
an individual traveling to the UW for a position interview.
Official Copy: Purchasing
Retention: 6 years after file closed
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Invoice Vouchers, State of Washington:
A billing record in lieu of a vendor invoice for goods or
services purchased by UW offices. Details items, amount and purpose
of purchase.
Official Copy: Payables Administration
Retention: 6 years after end of the month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Invoices, Vendor: A records of
goods or services purchased from a vendor. May include eProcurement
invoices, UPS forms, and Bills of Lading.
Official Copy: Payables Administration
Retention: 6 years after end of month
Official Copy: University Stores: Fiscal Department
Retention: 6 years after the end of the month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Journal Vouchers (JVs): A
record of budget entries and transfers of funds between UW budgets.
Also used for Field Advance Expense Requests and Reverse Expenditures.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Official Copy: Any Issuing Office
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Mail Preparation Services
Forms: Departmental requests
for mail preparation, which also itemize charges for mailing services
provided. Includes "Requests for Mail Preparation Services" and "Mail
Preparation Service Order Forms".
Official Copy: Mailing
Services
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Media Services Requests:
Departmental requests for services from Classroom Support Services.
Official Copy: Classroom Support Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle
Official Copy: UWB: Campus Media Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Moving Expenses, Requests for:
Requests for reimbursement of moving expenses for eligible new employees.
Official Copy: Purchasing
Retention: 6 years after file closed
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
NSF Checks: Checks returned because of insufficient funds in the check
writer's bank account. May include letters notifying check writers of the return of
their checks, etc.
Official Copy: Any Department Receiving an NSF Check
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred
Operating Budget Detail: Monthly
record
detailing current status of all budget allocations at position or
major object level.
Official Copy: Budget Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: until superseded
Disposition Method: Recycle
Packing Slips from Outside Vendors: A
record of departmental receipt of goods or equipment from outside
vendors. Includes ProCard transaction receipts.
NOTE: Audit procedures require that Packing Slips be initialed and
dated upon receipt by the person receiving the goods.
Official Copy: Any Receiving Department
Retention: 6 years after receipt of merchandise/equipment
Disposition Method: Recycle
Official Copy: UWB: Finance and Administration
Retention: 6 years after receipt of mechandise/equipment
Disposition Method Recycle
Parking Validation Log: Provides a record of parking stickers
issued to individuals visiting an University of Washington office. The
log may contain the parking number, individual it is assigned to, and
date.
Official Copy: Any Office
Retention: 6 years after the end of the calendar year
Disposition Method: Recycle
Per Diem Advance Requests : A record of anticipated reimbursable travel funds.
Official Copy: Payables Admnistration
Retention: 6 years after end of the month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Petty Cash (Revolving Fund) Records:
Records of expenditures from a
departmental revolving fund. May include Application for Revolving Fund;
Petty Cash Vouchers with supporting documents such as sales slips;
cash register receipts; paid invoices; Receipt for Petty Cash Advance;
bank records
such as deposit tickets, statements, reconciliations, cancelled checks, etc.;
Departmental Revolving Fund Invoice Vouchers or State of Washington
Invoice Vouchers and Petty Cash Reconciliations used to
request reimbursement from Payables Administration; etc.
Official Copy: Any Office with a Petty Cash Revolving Fund
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: Payables Administration -- supporting documents for
issuance of fund reimbursement check as opposed to
individual reimbursement.
Retention: 6 years after end of month
Disposition Method: Shred
Petty Cash Vouchers: A
record of reimbursements
from the Petty Cash Office for out-of-pocket or cash expenditures.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWT: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Printing, Requests for: Orders from
departments for printing services.
Official Copy: Publications Services
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
ProCard Application: Provides a record of accepted applications for
the issue of a University of Washington Procurement Card (ProCard).
Official Copy: Procurement Card Services
Retention: 6 years after termination of application
Disposition Method: Shred
Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Shred
ProCard Approvals: Provides a record of Procurement Card (ProCard)
transaction approval, reconciliation, and receipt of goods or equipment.
Includes reviewed and signed Transaction Detail Report, invoices received,
and packing slips.
Official Copy: Any Office
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWT: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred
ProCard Cardholder Statement: Reports which provide a record of
Procurement Card (ProCard) usage. Includes credit card statement printed
or exported from Web posting.
Official Copy: Procurement Card Services
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Other Copy: UWT: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred
Other Copy: UWB: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred
Purchase Orders -- Blanket: Requests for repeat purchase of the
same item or service over a specified length of time.
Official Copy: Purchasing
Retention: 6 years after file closed
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Purchase Requests -- Internal: Requests routed within a department
for internal approval of purchases or travel prior to Procard purchase,
eProcurement purchase, or generation of a Purchase Requisition. May
include correspondence or departmental forms. Includes Delegation of
Authority.
Official Copy: Any Office
Retention: 6 years after month of request
Disposition Method: Recycle
Official Copy: UWB: Finance and Administration
Retention: 6 years after month of request
Disposition Method: Recycle
Purchase Requisitions:
Documents requests for purchases. Includes documentation received from
Purchasing.
Official Copy: Purchasing
Retention: 6 years after file closed
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Receipts (For Money Received): Provide verification of
payments received for goods or services.
Official Copy: Any Office Receiving Payment
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: Any Office Making Payment
Retention: 2 years after end of biennium
Disposition Method: Shred
Receiving Reports:
Signed verification of
receipt of purchased goods for invoices exceeding $2500.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Recharge/Cost
Center Amortization Schedules: A record of approved schedules
which calculate equipment depreciation or use allowance that can be
included in the recharge/cost center rates.
Official Copy: Management Accounting and Analysis
Retention: 6 years after end of fiscal year
Disposition Method: Recycle
Other Copy: Recharge/Cost Centers
Retention: 3 years after end of fiscal year
Disposition Method: Recycle
Recharge/Cost
Center Fee Rate Analysis and Schedules: A record of fee
schedules and documentation supporting the determination of fees
charged by recharge and cost centers to users of their services.
Official Copy: Management Accounting and Analysis
Retention: 6 years after end of fiscal year
Disposition Method: Transfer to Archives
for review
Other Copy: Recharge/Cost Centers
Retention: 6 years after end of fiscal year
Disposition Method: Recycle
Recharge Center Quarterly Reports: Quarterly summaries of revenue and expenses
from a recharge center budget.
Official Copy: Budget Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle
Other Copy: Recharge Centers
Retention: 3 years after end of fiscal year
Disposition Method: Recycle
Recharge Documents: Internal records documenting the recharging of an expense
initially paid on one budget of a department to another budget of that department.
May include correspondence or internal forms.
Official Copy: Any Issuing Office
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Reconciliations of Cash and Receipts: A record of cash/check reconciliation
against receipts.
Official Copy: Any Receiving Office
Retention: 6 years after end of month
Disposition Method: Shred
Refund Check Requests: A record of refund checks issued
for overpayments, cancellation of registration, cancellation of services, etc.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
RIP Notices (Rapid Invoice Processing): Provides confirmation to a
department that Payables Administration has received an invoice for
goods/services ordered by the department, and will pay it unless
otherwise notified.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Salary Saving Reports: Monthly
reports (cumulative for biennium) detailing and
summarizing budget amounts recaptured from vacant positions.
Official Copy: Budget Office
Retention: end of month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Status/Action Requests:
Provide information to Purchasing Department or
Payables Administration regarding a department's outstanding purchase or
vendor billing.
Used to liquidate an encumbrance, to request that a requisition be closed,
or to
request follow-up with a vendor. Request may be made on paper or by
email.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method Recycle
Official Copy: Purchasing
Retention: 6 years after file closed
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Stores Order Forms: Requests to University Stores for
supplies and small equipment.
Official Copy: University Stores
Retention: 6 years after end of month
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle
Travel Expense Vouchers: Documentation of
travel-related expenses incurred on UW-related business or projects.
Official Copy: Payables Administration
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred
Other Copy: UWB: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred
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