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 |