University Archives

Records Retention Schedule: Accounting

Accounting | Administrative | Education | Environmental | Financial
General | Legal | Marketing | Personnel

Record Series

A - 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 - Numbers

A

Accounts Payable Records

  • Description: Amounts owed on open account for goods or services received
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Accounts Receivable Records

  • Description: Amounts due from others on open accounts as a result of providing services
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Annuity Records

  • Description: Statement of payroll deduction for employee annuity plans.
  • Payroll
  • Retention: 4 years
  • IUC number: ACC1000

B

Balance Sheets

  • Description: A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC3000

Budget Printout - Monthly

  • Description: Periodic reports of expenditures, usually by department or account
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC3000

Budget Transfers

  • Description: Billing between departments
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

C

Canceled Registration Files

  • Description: Record of canceled registrations, including amount owed, reason, etc.
  • Registration and Records
  • Retention: 4 years
  • IUC number: ACC1000

Cash Books

  • Description: Record of cash transactions showing a running balance
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Cash Disbursement Journals

  • Description: A special journal used exclusively to record disbursements of cash.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Cash Register Tapes

  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Cash Receipts

  • Description: Receipts for cash sales or cash received.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

D

Data Processing Procurement Files

  • Description: Records used in the procurement of system hardware and software including request for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line.
  • Retention: Active + 6 years
  • IUC number: ACC2000

Data Processing Product/Vendor and Contracts Reference Files

  • Description: Information on Data processing equipment, software, and other products and their vendors.
  • Retention: Active + 6 years
  • IUC number: ACC2000

Dorm Contract Release Files

  • Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board.
  • Residence Life
  • Retention: 4 years
  • IUC number ACC1000

F

Financial Aid Award Disbursement Records

  • Description: Statement by individual of award amounts disbursed. Contains name, type, and amount of award.
  • Student Financial Aid
  • Retention: 4 years
  • IUC number: ACC1000

Financial Aid Canceled Check Records

  • Description: Canceled checks, check stubs, and check journals showing payments for financial aid made to students.
  • Treasurer
  • Retention: 4 years
  • IUC number: ACC1000

G

General Ledgers

  • Description: Contains a summary or detail of all transactions affecting the accounts of an institution.
  • Business Office
  • Retention: 6 years
  • IUC number: ACC1010

I

Inventory Control Record

  • Inventory Management
  • Retention: active + 6 years
  • IUC number: ACC2000

Invoices

  • Description: Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

J

Journal Entries

  • Details of a transaction into the account system entered into a journal and later posted to a ledger. Entry includes a brief explanation.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC3000

Journals

  • The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transaction.
  • General Schedule
  • Retention: 6 years
  • IUC number: ACC1010

P

Parking Tickets - Paid

  • Parking and Traffic
  • Retention: 4 years
  • IUC number: ACC1000

Payroll Change Report - Classified Staff

  • Description: Bi-weekly listings of payroll adjustments processed through Human Resources concerning full-time or part-time employee status, i.e., new employee, promotion, reclassification, leave of absence, lateral transfers, and removals. Report arranged by pay period.
  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000

Petty Cash Records

  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Purchase Requisitions, Orders, and Billing Records for Data Processing Services

  • Description: Records created to initiate the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

R

Receipts

  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Requisitions

  • Description: Forms used to order goods and services
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Royalty Payments

  • Description: Records of payments and copies of regular statements relating to author contracts and sales.
  • Retention: 4 years
  • IUC number: ACC1000

S

Student Account Files

  • Description: Files on students' paid and unpaid accounts, including loan applications, correspondence, account activity record, etc.
  • Bursar
  • Retention: 4 years
  • IUC number: ACC1000

Student Aid Accounting Billing Letters

  • Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money.
  • Bursar
  • Retention: 4 years
  • IUC number: ACC1000

Student Dorm Contracts

  • Description: Actual agreement between students and residence halls governing room and board and fee payment agreements. Includes meal plan authorizations.
  • Residence Life
  • Retention: 4 years
  • IUC number: ACC1000

Student Insurance Records

  • Description: Record of students enrolled in university health program
  • Student Affairs
  • Retention: 4 years
  • IUC number: ACC1000

Super Bill Files

  • Description: Record given to each person visiting Health Center. Records Diagnosis, treatment, and charges or lack of charges. Used for insurance claims.
  • Health Services
  • Retention: 4 years
  • IUC number: ACC1000

T

Telephone Expense Records

  • Description: Periodic reports of long distance and local charges.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Travel Expenses

  • Description: Record of expenses incurred on official travel. Used to receive reimbursement.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Tuition Remission Application

  • Description: Record of tuition waivers for employees and dependents.
  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000

U

Unemployment Insurance Payments

  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000

V

Vending Commission Income Records

  • Description: Record of money received as commission on vending contracts.
  • Business Office
  • Retention: 4 years
  • IUC number: ACC1000

Voucher Register

  • Description: A journal in which accounts payable and their payments are recorded.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

Vouchers

  • Description: A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction.
  • General Schedule
  • Retention: 4 years
  • IUC number: ACC1000

W

Workers Compensation Payments

  • Human Resources
  • Retention: 4 years
  • IUC number: ACC1000