To use this search, begin typing keywords in the search box below and click search. Press "Reset" to start over. To browse alphabetically, click a letter.
Browse Alphabetically:

ALLA B C D E F G H I J K L M N O P Q R S T U V W X Y Z


Search the Schedule:

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

 

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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: Office of Planning & Budgeting
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

To bookmark this record, click here to login with your netid

Back to top of page

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 University Archives for review

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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.

Official Copy: Office of Planning and Budgeting
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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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
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

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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.

 

To bookmark this record, click here to login with your netid

Back to top of page

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.

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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.

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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.

To bookmark this record, click here to login with your netid

Back to top of page

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.

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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.

To bookmark this record, click here to login with your netid

Back to top of page

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.

To bookmark this record, click here to login with your netid

Back to top of page

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

To bookmark this record, click here to login with your netid

Back to top of page

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.

To bookmark this record, click here to login with your netid

Back to top of page

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 

To bookmark this record, click here to login with your netid

Back to top of page