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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.

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 or Delete

 

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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

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

Official Copy: UW Internal Audit
Retention: 6 years after conclusion of audit/consultation
Disposition Method: Transfer to University Archives

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

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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 University Archives

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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.

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 periods:

Official Copy: Procurement Services
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

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

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A record of proposals (bids) received from vendors for goods and services in response to a solicitation (RFx) that have not been successful or have been cancelled. May include any type of RFx, including RFP, RFQ, RFQQ, RFI, or ITB, bid evaluation forms, correspondence, opened bids and correspondence relating to solicitations which were later cancelled.  For Awarded Bids see  General Office Administration: Contracts and Agreements.

Official Copy: Procurement Services
Retention: 3 years after bid awarded or decision not to proceed
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 3 years after bid awarded or decision not to proceed
Disposition Method: Recycle or Delete

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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, services or supplies provided. May include work orders, service requests, logs of goods/services provided, etc.

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 periods:

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

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

Note: From July 2023, these records will be considered obsolete due to the introduction of Workday Finance. Records created before July 2023 should be maintained for the following retention periods:

Official Copy: Finance, Planning & Budgeting (FPB) / Budget Office
Retention: 6 years after end of biennium
Disposition Method: Recycle or Delete

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Documents the departmental budget planning process for a fiscal year budget proposal. May include correspondence, reports, statistics, working files, and supporting materials.

Official Copy: Any Office
Retention: 3 years after end of fiscal year in which the budget was prepared
Disposition Method: Transfer to University Archives for review

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Record of a budget request to the Provost by Deans, Vice Provosts, Vice Presidents or Chancellors.

Official Copy: Office of Planning and Budgeting
Retention: 4 years after end of biennium
Disposition Method: Transfer to University Archives

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

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A record of requests for adjustments to a budget request made to the Provost. May include Request for Budget Revision, correspondence and related supporting papers.

Note: With the introduction of Workday Financials, this record series is now considered legacy. The last record in this series was created on June 30, 2023. Records created before July 1, 2023 should be maintained for the following retention periods

Official Copy: Finance, Planning & Budgeting (FPB) / 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

 

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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.

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 periods:

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

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

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

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

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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.

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 periods:

Official Copy: Procurement Services
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

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

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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: Any office authorized to maintain its own billing/collection system
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

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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.

Note: From July 2023, these records will be considered obsolete due to the introduction of Workday Finance. Records created before July 2023 should be maintained for the following retention period:

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

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Provides a record of information collected via a form, log, or electronic submission that is used for data entry into a database or spreadsheet. May include financial data, research data, employee information, survey responses, questionnaires, student information, etc.

Official Copy: Any Office
Retention: Data entered and verified
Disposition Method: Shred or Delete

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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 end of fiscal year in which authorization was terminated
Disposition Method: Shred or Delete

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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 University Archives for review

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

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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
  • Food and Beverages for Meeting, Training Sessions and Recognition Award Ceremonies forms
  • 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)

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

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 retention period above. Pay to Procure invoices generated through a third-party system must still be saved locally for the retention period above.

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An itemization and summary of all income and expenditure transactions for each month in a biennium. 

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 periods:

Official Copy: Financial Accounting or Auxiliary Enterprises
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

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

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Requests for authorization from a Dean and from the Provost to pay travel expenses for an individual traveling to the UW for a position interview.

Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Shred or Delete

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

 

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A billing record in lieu of a vendor invoice for goods or services purchased by UW offices. Details items, amount and purpose of purchase.

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

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

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A record of budget entries and transfers of funds between UW budgets. Also used for Field Advance Expense Requests and Reverse Expenditures.

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 periods:

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

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

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Checks returned because of insufficient funds in the check writer's bank account. May include letters notifying check writers of the return of their checks, etc.

Official Copy: Any Department Receiving an NSF Check
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

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This series provides a record of parking stickers issued to individuals visiting an UW office. The log may contain the parking number, individual it is assigned to, and date.

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

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A record of anticipated reimbursable travel funds.

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

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

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Provides a record of petitions and waivers which grant exemptions for faculty, staff or visitors from a fee or a fine.

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

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A record of reimbursements from the Petty Cash Office for out-of-pocket or cash expenditures.

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 periods

Official Copy: Student Fiscal Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

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

Official Copy: UWB: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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

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Requests for repeat purchase of the same item or service over a specified length of time.

Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Recycle or Delete

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

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Documents requests for purchases. Includes documentation received from Procurement.

Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Recycle or Delete

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

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A record of approved schedules which calculate equipment depreciation or use allowance that can be included in the recharge/service center rates.

Official Copy: Recharge/Service Centers
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention: 3 years after rates approved or denied
Disposition Method: Recycle or Delete

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A record of fee schedules and documentation supporting the determination of fees charged by recharge and service centers to users of their services.

Official Copy: Recharge/Service Centers
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention:3 years after rates approved or denied
Disposition Method: Recycle or Delete

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A record of refund checks issued for overpayments, cancellation of registration, cancellation of services, etc. May include reason for refund, receipts, record of checks issued, denied refunds, logs of blank checks that will be used for refunds.

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

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

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Departmental requests for payment of an honorarium to visiting faculty and speakers.

Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Shred or Delete

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

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Requests for reimbursement of moving expenses for eligible new employees.

Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Shred or Delete

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

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Provides record of requests for funds from Services and Activities Fees for eligible programs.  May include budget request document, background operational reports, correspondence, statistics, etc.

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

Other Copy: College/School or Department
Retention: 3 years after submission of request
Disposition Method: Recycle or Delete

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Documentation of travel-related expenses incurred on UW-related business or projects.

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

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.

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Provides a record of communications regarding state and non-grant budgets between UW offices/departments and UW Finance. Includes both general and customized responses to questions about budget, spending, and procurement. (UW Connect is a customer support system which helps UW Finance serve their customers and manage their work through information intake and customer support workflow capabilities, including ticketing and content management.)

Official Copy: UW Finance
Retention: 6 years after fiscal year that a record is closed
Disposition Method: Delete/Purge

Other Copy: Any office
Retention: Issue resolved
Disposition Method: Delete/Purge 

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