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Records documenting financial transactions including purchasing and expenditures as well as revenues and reconciliations for state, self-sustaining, gift, and endowment budgets. Includes the following records:

  • Cash Register Tapes
  • Central Travel Account (CTA) approvals and reconciliations including invoices, receipts, and reviewed and signed UW Transaction Detail with Notes & Account Codes Report
  • Credit Card Records of Sales
  • Field Advances
  • Financial Statements/Reports
  • Invoices--Vendor
  • Packing Slips
  • Petty Cash (Revolving Fund) Records for any office with a revolving fund, including supporting transaction documents
  • ProCard transaction approvals and reconciliations including invoices, receipts, and reviewed and signed UW Transaction Detail with Notes & Accounts Code Report
  • Purchase Requests--Internal
  • Receipts (For Money Received or Paid)
  • Reconciliation of Cash and Receipts
  • Reconciliation of Financial Assets (Vault Contents and Cash on Hand)

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention period:

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

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