Financial Records
| Title of Series | Description | Retention |
|---|---|---|
| Annual Financial Report | Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding area, such as academic and student services areas. May include audit report. | 4 Years |
| Audit Report - External | Final report of state or independent auditor. | 4 Years |
| Audit Report - Internal | Final report of the internal auditor | 4 Years |
| Bad Debt Actions (University specific) | Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. | 4 Years |
| Bank Deposits | Record of deposits in banking institutions. | 4 Years |
| Bank Reconciliations | Explanation of differences between bank statement balance and actual balance. | 4 Years |
| Bank Statements | Periodic statement of bank balances. | 4 Years |
| Bids Accepted | For purchases. | Active + 5 Years |
| Bids Rejected | For purchases. | 3 Years |
| Bond Registers | Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. | Active + 6 Years |
| Budget Planning Documents | Budget requests, including program plans for coming year, usually by cost center. | Active + 1 Year |
| Budget - Institutional | Final, approved, yearly budget for institution, usually in printed form. | Active + 1 Year |
| Canceled Checks | 4 Years | |
| Check Register (University specific) | Book or original entry for all cash disbursements paid by check. | 4 Years |
| Cost Accounting (University specific) | Record analyzing cost for producing certain items or performing certain tasks. | 4 Years |
| Delinquent Accounts Report (University specific) | Listing of students who owe money to university or college. | 4 Years |
| Delivery Slips | Documents sent with purchased goods indicating item(s) shipped. | 3 Years |
| Endowment Fund Reports - Annual | Annual report of funds received and expended by endowment accounts. May be in form of report to donors. | Active + 6 Years |
| Endowment Fund Reports - Periodic | Periodic report of funds collected or expended by endowment accounts. | Active + 6 Years |
| Parking Tickets - Unpaid (University specific) | 4 Years | |
| Purchase Orders | Purchasing Office's copy of order to a supplier authorizing purchase of goods. | Active + 5 Years |