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
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
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
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
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
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
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
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
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.
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
Report budget revenue and expenditures for a single month.
Other Copy: Any office
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete
Provides a record of requests by an office to establish a new budget number.
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
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
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
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
Summarize budget revenue and expenditures cumulatively from beginning of biennium to current month.
Other Copy: Any office
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete
Cumulative monthly summaries of financial activity from the beginning of a biennium to the current month at the subsidiary ledger level.
Other copy: Any office
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete
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 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
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 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
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
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
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
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
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
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:
Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred/Delete
An itemization and summary of all income and expenditure transactions for each month in a biennium. Reconciled to MyFinancial.desktop.
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
Departmental requests for payment of an honorarium to visiting faculty and speakers.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.
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
Disposition Method: Shred or Delete
Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.
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: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.
A record of budget entries and transfers of funds between UW budgets. Also used for Field Advance Expense Requests and Reverse Expenditures.
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
Requests for reimbursement of moving expenses for eligible new employees.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.
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
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
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: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.
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
A record of reimbursements from the Petty Cash Office for out-of-pocket or cash expenditures.
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
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
Disposition Method: Recycle or Delete
Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.
Documents requests for purchases. Includes documentation received from Procurement.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.
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 end of fiscal year in which approved
Disposition Method: Recycle or Delete
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: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete
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: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.
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
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: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.