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:

Forms documenting faculty salary expenses charged to federal grants and contracts, and cost-sharing activities related to federally sponsored projects.

Official Copy: Post Award Fiscal Compliance
Retention: 12 years after end of fiscal year (after reporting period end date)
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 1 year after end of fiscal year
Disposition Method: Recycle or Delete

Provides a record of field advances, which provide a temporary source of funds that cannot be paid for using traditional methods (i.e. purchase orders, check requests, UW Travel/Procurement credit cards).  Issued to individuals conducting official UW business in remote areas where checks and credit cards are not accepted, or issued as foreign per diem advances for individuals not on UW payroll, or may also be used as research subject and incentive payments when a revolving fund account is not applicable.  May include field advance banking information, receipts, and reconciliation.

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 submission of a financial status report
Disposition Method: Shred or Delete

Records of financial transactions on grants and contracts including non-FEC (Faculty Effort Certification) cost share documentation.  Includes the following financial records:

  • Cash Transmittals (CTs)
  • Cost Transfer Invoices (CTIs)
  • Memo to Request an Advance Notice
  • Credit Card Receipts
  • ProCard transaction approval and reconciliation including reviewed and signed Transaction Detail Report, invoices, and receipts
  • Central Travel Account (CTA) approvals and reconciliations including reviewed and signed UW Transaction Detail with Notes & Account Codes Report, invoices and receipts
  • Packing Slips
  • Petty Cash (Revolving Fund) Records including Application for Revolving Fund
  • Petty Cash Vouchers with supporting documents such as sales slips, cash register receipts, paid invoices
  • Receipt for Petty Cash Advance and study subject compensation records
  • Internal Purchase Approvals
  • Banking Records including deposit slips, canceled checks, reconciliations and monthly statements
  • Delegations of Authority

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: Variable, depending upon departmental retention schedule
Disposition Method: Recycle or Shred or Delete

Official Copy: Grant and Contract Accounting 
Retention: 6 years after submission of a financial status report
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 6 years after submission of a financial status report
Disposition Method: Recycle or Delete