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.