Appendix A - Financial Records Retention Schedule




Document Required Retention Period Responsible Department
Accounting transactions Permanent Financial Services Group
Original Journal or Budget Entries 6 years or until audit is complete, whichever is greater Originating department or Financial Services by written agreement
Supporting documentation for transactions 6 years or until audit is complete, whichever is greater Originating department or Financial Services by written agreement
Travel Expense reports and supporting documentation 6 years or until audit is complete, whichever is greater Financial Services Group
Trial Balance reports Permanent Financial Services
Level Summary reports Permanent Financial Services Group
Audited university financial statements Permanent Financial Services Group
Internal annual university financial statements Permanent Financial Services Group
Annual approved university budgets 6 years Budget Services
Accounts Receivable invoices, trial balances and ledgers 6 years or until audit is complete, whichever is greater Originating department or Financial Services by written agreement
Purchase Orders & supporting information (specifications, bids, quotes, contracts, etc.) 6 years or until audit is complete, whichever is greater Purchasing Services and Supplier Management and Financial Services Group
Accounts Payable invoices, Tartan Trust Card statements, vouchers & supporting information (packing slips, freight records, bills of lading, etc.) 6 years or until audit is complete, whichever is greater Purchasing Services and Supplier Management and Financial Services Group
Special Service Payment forms and supporting information 6 years or until audit is complete, whichever is greater Financial Services Group
Check registers (Accounts Payable, Payroll, other) Permanent Financial Services Group
Capital Asset records (including Depreciation) Life of the asset plus one fiscal year Financial Services Group
Pledges, gifts, planned giving and other donor-related documentation Permanent Development Division
Capital project building and renovation records, including contracts Life of the building plus one fiscal year Facilities Management Services
Time and attendance records (timecards, rosters, attendance cards, efforts) 7 years or until audit is complete, whichever is greater Financial Services Group
Payroll distribution reports and supporting information (including reallocation forms) 7 years or until audit is complete, whichever is greater Financial Services Group
PTO records (including Reserve Sick Day documentation) for both current and former employees 7 years or until audit is complete, whichever is greater Current or final home department or Human Resources by written agreement
Records of employee deductions, contributions and related information 7 years or until audit is complete, whichever is greater Financial Services Group and Human Resources
Annual W-2, 1099, 1042-S and other individual tax reporting 7 years or until audit is complete, whichever is greater Financial Services Group



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