Appendix B - Departments Responsible for Retention of Electronic Records as of 11/30/96




Responsible Department Record Type
Post Office Original entries and supporting documentation for:
  • postage meter
  • stamp requisitions
  • postage trust
  • international mail
  • regular package shipments
Retail Services Original entries and supporting documentation for:
  • purchases charged to departmental accounts in any retail location
Dining Services Original entries and supporting documentation for:
  • purchases charged to departmental accounts in any dining location
  • purchases charged to departmental accounts via Carnegie Mellon catering services
University Receiving (URS) Original entries and supporting documentation for:
  • purchases from any storerooms managed by URS and charged to departmental accounts
Purchasing Services and Supplier Management Original entries and supporting documentation for:
  • allocation of Tartan Trust Card purchases to the appropriate general ledger centers and accounts
Parking Services Original entries and supporting documentation for:
  • individual parking deductions
  • parking fees charged to departmental accounts
Facilities Management Services (FMS) Original entries and supporting documentation for:
  • distribution of utility costs
  • billings for FMS work order services
  • billings for project management services
Telecommunications Original entries and supporting documentation for:
  • telephone installation, repair or removal
  • regular line and equipment charges, including cellular phones
  • message unit, long distance and other per call charges
Computer Store Original entries and supporting documentation for:
  • purchases charged to departmental accounts
Computing Services Original entries and supporting documentation for:
  • usage and/or printing from Computing Services hardware charged to departmental accounts
  • services provided for the repair or installation of computing equipment charged to departmental accounts
  • services provided for the activation of campus network outlets charged to departmental accounts
Instructional Technology Services Original entries and supporting documentation for:
  • services and equipment charged to departmental accounts
Financial Services Original entries and supporting documentation for:
  • distribution of all employee payments, taxes and benefits (HRIS)
  • Accounts Payable invoice transactions
  • Accounts Receivable invoice, payment and reconciling transactions
  • Miscellaneous journal entries, both keyed at external locations and keyed internally
  • Cash deposits (non-student receivables)
Enrollment Services Original entries and supporting documentation for:
  • distribution of all student-related transactions, including tuition, financial aid, housing, dining and any other items processed via the SIS/SAR system
Development Original entries and supporting documentation for:
  • gifts to the university
University Relations Original entries and supporting documentation for:
  • copying services and/or copy machine rentals charged to departmental accounts
  • design, publication, mailing and/or postage services charged to departmental accounts
  • invoices supporting third party billings passed on to departmental accounts
  • media design services charged to departmental accounts
  • photographic services charged to departmental accounts
School of Computer Science (SCS) Original entries and supporting documentation for:
  • distribution of SCS support services (copying, computer support, etc.)
Carnegie Mellon Research Institute (CMRI) Original entries and supporting documentation for:
  • distribution of CMRI research support services
Software Engineering Institute (SEI) Original entries and supporting documentation for:
  • travel expense reporting and reimbursement for SEI personnel
  • entries to transfer or distribute expenses between SEI centers
Budget Services Original entries and supporting documentation for:
  • distribution of endowment income
  • non-research budgets (BMARS and DBS)
Office of Sponsored Research Original entries and supporting documentation for:
  • cost transfers
  • miscellaneous correcting entries
  • research budgets
  • Sponsored Research Overhead distribution
  • final, signed contracts, grants and other sponsor agreements or amendments
  • financial and administrative reports required by research sponsors or regulatory agencies



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