University Archives

Records Retention Schedule: Financial

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

Annual Financial Report

  • Description: Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding area.
  • Planning and Budgeting
  • Retention: 4 years; transfer to Archives
  • IUC number: FIN7000

Audit Report

  • Description: Final Report of state or independent audit
  • Treasurer
  • Retention: 4 years; transfer to Archives
  • IUC number: FIN7010

B

Bad Debt Actions

  • Description: Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered.
  • Retention: 4 years
  • IUC number: FIN6000

Bank Deposits, Bank Reconciliations, Bank Statements, Canceled Checks, Check Register

  • General Schedule
  • Retention: 4 years
  • IUC number: FIN1000

Bids, Accepted

  • Description: For purchases
  • Retention: Active + 5 years
  • IUC number: FIN8010

Bids, Rejected

  • Descriptions: For purchases
  • Retention: 3 years
  • IUC number: FIN8000

Bond Registers

  • Description: Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc.
  • Retention: Active + 6 years
  • IUC number: FIN5000

Budget Planning Documents

  • Description: Budget requests, including program plans for coming year, usually by cost center
  • General Schedule
  • Retention: Active + 1 year
  • IUC number: FIN2000

Budget - Institutional

  • Description: Final, approved yearly budget for institution, usually in printed form.
  • Retention: Active + 1 year; transfer to Archives
  • IUC number: FIN2000

C

Cost Accounting

  • Description: Record analyzing cost for producing certain items or performing certain tasks.
  • Retention: 4 years
  • IUC number: FIN7010

D

Delinquent Accounts Report

  • Description: Listing of students who owe money to university or college
  • Retention: 4 years
  • IUC number: FIN6000

Delivery Slips

  • Description: Documents sent with purchased goods indicating item(s) shipped.
  • Retention: 3 years
  • IUC number: FIN8020

E

Endowment Fund Reports - Annual

  • Description: Annual report of funds collected or expended by endowment accounts.
  • Development/Foundation
  • Retention: Active + 6 years
  • IUC number: FIN3000

Endowment Fund Reports - Periodic

  • Description: Periodic report of funds collected or expended by endowment accounts.
  • Retention: Active + 6 years
  • IUC number: FIN3000

F

Financial Report - Annual

  • Description: Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding areas, such as academic and student services areas. May include audit report.
  • Retention: 4 years; transfer to Archives
  • IUC number: FIN7000

P

Parking Tickets - Unpaid

  • Retention - 4 years
  • IUC number - FIN6000

Payroll Checks

  • Description: Checks paid employees for services they perform.
  • Retention: 4 years
  • IUC number: FIN1000

Purchase Orders

  • Description: Purchasing Office's copy of order to a supplier authorizing purchase of goods.
  • Purchasing
  • Retention: Active + 5 years
  • IUC number: FIN8010