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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

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

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.

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