Record Retention Periods for Departments

 

RECORD TYPE	MINIMUM RETENTION (FULL FISCAL YEARS)
Procurement Card (P-Card) Documents	3 years
Request for Payment	3 years*
Purchase Requisition / Bid File Documentation	3 years*
Interdepartmental Charges (GL Documents)	7 years
Payroll Timesheets	7 years
Travel Authorizations	3 years*
Travel Reimbursements	3 years*
Cash Reports and Bursar Receipts	3 years
Cash Receipt Books (i.e. pink copies)	3 years
Vehicle Logs	3 years
Account Reconciliations	3 years
Accounts Receivable	7 years
Search Committee Documentation	3 years
Scholarship Records	3 years^

 

*For all scanned documents submitted to Procurement, the submitting department is responsible for storing the originals and presenting them upon request for a minimum of 7 years.

^Scholarship records should be kept for 3 years from the end of the award year for which the aid was awarded.

Note: Retention periods may be longer if related to a sponsored program, depending on the funding agency’s requirements. Funding agency requirements should be researched and determined prior to destroying any documents.

 

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