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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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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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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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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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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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