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
- Food and Beverages for Meeting, Training Sessions and Recognition Awards Ceremonies forms
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