Individual Record Retention Series: Accounting
Individual Record Retention Series: Accounting
| Title of Series | Description | Retention | Disposition | Retention Group |
| Accounts Payable | Amounts owed on open account for goods or services received. | 4 Years | Destroy | ACC1000 |
| Accounts Payable Invoices | Bill for goods or services received | 4 Years | Destroy | ACC1000 |
| Accounts Payable Ledgers | 4 Years | Destroy | ACC1000 | |
| Accounts Payable Vouchers | 4 Years | Destroy | ACC1000 | |
| Accounts Receivable | Amounts due from others on open accounts as a result of providing goods or services. | 4 Years | Destroy | ACC1000 |
| Annuity Records | Statement of payroll deduction for employees' annuity plans. | 4 Years | Destroy | ACC1000 |
| Balance Sheets | A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report. | 4 Years | Destroy | ACC3000 |
| Budget Printout - Periodic | Periodic reports of expenditures, usually by department or account. | 4 Years | Destroy | ACC3000 |
| Canceled Registration Files | Record of canceled registrations, including amount owed, reason, etc. | 4 Years | Destroy | ACC1000 |
| Cash Books | A record of institution's cash transactions showing a running balance. | 4 Years | Destroy | ACC1000 |
| Cash Disbursement Journals | A special journal used exclusively to record disbursements of cash. | 4 Years | Destroy | ACC1000 |
| Cash Journal | Journal of cash received. | 4 Years | Destroy | ACC1000 |
| Cash Register Tapes | 4 Years | Destroy | ACC1000 | |
| Cash Receipts | Receipts for cash sales or cash received. | 4 Years | Destroy | ACC1000 |
| Chart of Accounts | A list of the accounts used by an organization with each account usually assigned a number or code. | 4 Years | Destroy | ACC3000 |
| Computer Center Time Billing Records | Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers and bills. | 4 Years | Destroy | ACC1000 |
| Data Processing Procurement Files | Records used in the procurement of system hardware and software including request for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line. | Active + 6 Years | Destroy | ACC2000 |
| Data Processing Product/Vendor and Contracts Reference Files | Information on data processing equipment, software, and other products and their vendors. | Active + 6 Years | Destroy | ACC2000 |
| Dorm Contract Release Files | Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board. | 4 Years | Destroy | ACC1000 |
| Financial Aid Award Disbursement Records | Statement by individual of award amounts disbursed. Contains name, type, and amount of award. | 4 Years | Destroy | ACC1000 |
| Financial Aid Canceled Check Records | Canceled checks, check stubs, and check journals showing payments for financial aid made to students. | 4 Years | Destroy | ACC1000 |
| General Ledgers | A book containing a summary or detail of all transactions affecting the accounts of an institution. | 6 Years | Archives. Review for historical value. | ACC1010 |
| Inventory Control Record | Active + 6 Years | Destroy | ACC2000 | |
| Invoices | Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment. | 4 Years | Destroy | ACC1000 |
| Journal Entries | The means of entering details of a transaction into the accounting system. Journal entries are made in a journal and later posted to a ledger. Entry also includes a brief explanation. | 4 Years | Destroy | ACC3000 |
| Journals | The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transactions. | 6 Years | Destroy | ACC1010 |
| Parking Tickets - Paid | 4 Years | Destroy | ACC1000 | |
| Payroll Change Report - Classified Staff | Bi-weekly listings of payroll adjustments processed through Personnel Services concerning full-time or part-time employee status, i.e., new employee, promotion, reclassification, leave of absence, lateral transfers, and removals. Report arranged by pay period. | 4 Years | Destroy | ACC1000 |
| Petty Cash Records | 4 Years | Destroy | ACC1000 | |
| Purchase Requisitions, Orders, and Billing Records for Data Processing Services | Records created to initiate the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents. | 4 Years | Destroy | ACC1000 |
| Receipts | 4 Years | Destroy | ACC1000 | |
| Records of Chargebacks to Computer Services Users | Electronic and manual records used to document, calculate costs and bill program units for computer usage and data processing services. | 4 Years | Destroy | ACC1000 |
| Registers | 4 Years | Destroy | ACC1000 | |
| Requisitions | Forms used to order goods and services. | 4 Years | Destroy | ACC1000 |
| Royalty Payments | 4 Years | Destroy | ACC1000 | |
| Sales Receipts | 4 Years | Destroy | ACC1000 | |
| Student Dorm Contracts | Actual agreement between students and residence halls governing room and board and fee payment agreements. Includes meal plan authorizations. | 4 Years | Destroy | ACC1000 |
| Student Account Files | Files on individual students' paid and unpaid accounts, including loan applications, correspondence, account activity record, etc. | 4 Years | Destroy | ACC1000 |
| Student Aid Accounting Billing Letters | Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money. | 4 Years | Destroy | ACC1000 |
| Student Insurance Records | Record of students enrolled in university or college health program. | 4 Years | Destroy | ACC1000 |
| Subsidiary Ledgers | A book of accounts of an institution. | 4 Years | Destroy | ACC1000 |
| Super Bill Files | Record given to each person who visits university health services. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims. | 4 Years | Destroy | ACC1000 |
| Telephone Expense Records | Periodic reports of long distance and local phone charges. | 4 Years | Destroy | ACC1000 |
| Travel Expenses | Record of expenses incurred on official travel. Used to receive reimbursement. | 4 Years | Destroy | ACC1000 |
| Tuition Remission Applications | Record of tuition waivers for employees and dependents. | 4 Years | Destroy | ACC1000 |
| Unemployment Insurance Payments | 4 Years | Destroy | ACC1000 | |
| Union Dues Membership List - Classified Staff | Copy of biweekly listing of university or college employees paying dues to unions, including pertinent personal data, classification and department. | 4 Years | Destroy | ACC1000 |
| Vending Commission Income Records | Record of money received as commission on vending contracts. | 4 Years | Destroy | ACC1000 |
| Voucher Register | A journal in which accounts payable and their payments are recorded. | 4 Years | Destroy | ACC1000 |
| Vouchers | A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction. | 4 Years | Destroy | ACC1000 |
| Workers Compensation Payments | 4 Years | Destroy | ACC1000 |