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Accounts Receivable

Documentation of charges and billing process for goods and/or services rendered.  Documents adjustments to accounts.  May include (determination of fees) documentation, work orders or service requests (may be in the form of field orders or invoice vouchers) logs of goods and/or services provided, receipts, billing statements and related documents.

Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Animal Request/Order Forms

Requests for the purchase of animals to be used in research.

Official Copy: Department of Comparative Medicine
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Other Copy: Any Ordering Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Audit Reports by Internal Auditor

Documentation of findings reported as a result of an audit by UW Internal Audit.

Official Copy: UW Internal Auditor
Retention: 6 years after administrative purpose served
Disposition Method: Transfer to Archives

Other Copy: Any Audited Office
Retention: 3 years after resolution of audit issues
Disposition Method: Shred or Delete

Audit Reports by State or Independent Auditor

Documentation of findings reported as a result of an audit by the State Auditor or by an independent auditing firm.

Official Copy: Any Audited Office
Retention: 6 years after resolution of audit issues
Disposition Method: Transfer to Archives

Bank Records

A record of transactions with a bank. May include deposit slips, cash register or adding machine tapes attached to bank-validated deposit tickets, monthly statements, etc.

Official Copy: Procurement Services, or Departments with Direct Deposit
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Official Copy: UWT: Finance Department: Cashier
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Bid Documents

A record of proposals (bids) received from vendors for goods or services, in response to a solicitation (RFx).  May include any type of RFx, including  RFP, RFQ, RFQQ, RFI, or ITB, awarded or denied bids, bid evaluation forms, correspondence, opened bids and correspondence relating to solicitations which were later cancelled, etc.

Official Copy: Procurement Services
Retention: 6 years after contract awarded or solicitation cancelled
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 1 year after award of bid or solicitation cancelled
Disposition Method: Recycle or Delete

Billing Source Documents

Documentation used by UW Recharge/Cost/Service Centers (e.g. Mailing Services, Fleet Services, Facilities Services, Creative+Communication, University Temporary Services, Telecommunications, etc.) to prepare Cost Transfer Invoices (CTIs), Internal Sales Documents (ISDs), recharge documents, journal vouchers, or invoices for the purpose of charging other budgets or non-UW entities for services or supplies. May describe, in greater detail than billing document, the service or supplies provided. May include work orders, service requests, logs of goods/services provided, etc.

Official Copy: Any Issuing Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Budget Activity Reports (BARs)

Report budget revenue and expenditures for a single month.

Official Copy: Procurement Services
Retention: 6 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose if not used for oversight or reconciliation activity
Disposition Method: Recycle or Delete

Budget Number Requests

Provides a record of requests by an office to establish a new budget number.

Official Copy: Budget Office
Retention: 6 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 1 year after budget closed
Disposition Method: Recycle or Delete

Budget Preparation Files/Working Papers

Document departmental budget planning process for a biennial budget proposal. May include correspondence, reports, statistics, etc.

Official Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Transfer to Archives for review

Budget Requests -- Final

A record of the final biennial budget request from Deans, Vice Provosts or Vice Presidents.

Official Copy: Budget Office
Retention: 4 years after end of biennium
Disposition Method: Transfer to Archives

Other Copy: Deans' or Vice Presidents' Offices
Retention: 2 years after end of biennium
Disposition Method: Transfer to Archives

Budget Revision Documentation

A record of requests for adjustments in the final budget proposal. May include Request for Budget Revision, correspondence and related supporting papers.

Official Copy: Budget Office
Retention: 4 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: Deans' or Vice Presidents' Offices
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Budget Status Reports (BSRs)

Summarize budget revenue and expenditures cumulatively from biennium beginning to current month.

Official Copy: Procurement Services
Retention: 6 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose if not used for oversight or reconciliation activity
Disposition Method: Recycle or Delete

Budget Status Summary Reports (BSSRs)

Cumulative monthly summaries of financial activity from the beginning of a biennium to the current month at the subsidiary ledger level.

Official Copy: Procurement Services
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete

Cash Register Tapes

Chronological record of cash/credit card transactions at each register.

Official Copy: Cost Centers
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Cash Transmittals

Report currency and checks transferred from a UW department to Student Accounts: Cashier's Office, or directly to the bank (Direct Deposit), and credited to UW budgets.

Official Copy: Procurement Services
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Official Copy: Student Fiscal Services
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Check Requests

Requests for a check to be written by Procurement Services. Includes name of recipient, reason for payment, amount, approval signature, check number, date account charged, etc.

Official Copy: Procurement Services
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Collections Files

A record of efforts to collect payment on outstanding invoices or on checks returned because of insufficient funds (NSF). May include collection letters, correspondence with collection agency, logs of collections actions, lists of uncollectable accounts, Aging Reports, etc.

Official Copy: Housing & Food Services: Accounting Services, or any office authorized to maintain its own billing/collection system
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

Consolidated Budget Status Report

Monthly report which consolidates department state-funded budget information. Provides a cumulative summary of financial status. Includes budget name, budget number, funding agency, budget period, etc. Generated for reference purposes from Financial Accounting System database.

Other Copy: College/School or Department
Retention: until superseded
Disposition Method: Recycle or Delete

Contracts and Agreements

Contracts, agreements, or other instruments with specific terms and conditions between two or more persons or entities to which the signing parties agree or submit. May include memorandums of understanding; local purchase contracts; equipment maintenance/service agreements and warranties; personal service contracts with individuals; affiliation agreements with other entities and institutions; lease/rental of equipment or vehicles; loan agreements, lease, escrow, and rental agreements; purchase and sales agreements; liability waivers; assignments of rights; etc

Official Copy: Procurement Services
Retention: 6 years after termination of contract
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 6 years after termination of contract
Disposition Method: Recycle or Delete

Corporate Travel Account Approvals

Provides a record of Corporate Travel Account transaction approval and reconciliation. Includes reviewed and signed UW Transaction Detail with Notes & Account Codes Report, invoices and receipts.

Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Delegation of Authority

Documents the signed delegation of authority for individuals authorized to make purchases on specific state or gift budgets.

Official Copy: Any Office
Retention: 6 years after termination of authorization
Disposition Method: Shred or Delete

Endowment Fund Records

Correspondence and summary reports related to trust agreements, establishment of endowment funds, use of funds, etc.

Official Copy: Treasurer's Office
Retention: 6 years after endowment liquidated
Disposition Method: Transfer to Archives for review

Other Copy: College/School or Department
Retention: 1 year after funds dispersed
Disposition Method: Transfer to Archives for review

Field Advances

Provides a record of Field Advances, which provide a temporary source of funds that cannot be paid for using traditional methods (i.e. purchase orders, check requests, UW Travel/Procurement credit cards).  Issued to individuals conducting official UW business in remote areas where checks and credit cards are not accepted, or issued as per diem advances for individuals not on UW payroll, or may also be used as research subject and incentive payments when a revolving fund account is not applicable.  May include Field Advance Request Form, Budget Preparation Worksheet, Field Advance Banking Information, receipts, and reconciliation.

Official Copy: Banking and Accounting Operations
Retention: 6 years after end of the fiscal year
Disposition Method: Shred or Delete

Official Copy: Any Office who receives Field Advances
Retention: 6 years after end of fiscal year (State/Non-Grant budgets) or submission of a financial status report (Grant/Contract Budgets)
Disposition Method: Shred or Delete

Financial Statements/Reports

A record of costs, expenditures and revenues. May include monthly, quarterly, annual or biennial financial statements and budget reconciliations.

Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete