| 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 |