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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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