Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 9-13
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Accounting/Fiscal Records

PDF link

Title
Accounting/Fiscal Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

Disposition
Authority No.

Remarks

ACCOUNTS RECEIVABLE
Documentation of charges and billing process for goods and/or services rendered. May include "determination of fees" documentation, work orders or service requests--could be in the form of field orders or invoice vouchers, logs of goods/services provided, receipts, billing statements, etc.
Department* (OPR) fiscal year 6 yrs GS 01016 Essential
BANK ACCOUNT REQUEST
Requests authorization to establish a commercial bank account.
Controller*

Dean

Department
fiscal year

fiscal year

fiscal year
3 yrs

1 yr

2 yrs
11-12-63465

11-12-63466

11-12-63467
 
BANKING--ACCOUNTS AND TRANSACTIONS
Records relating to the University's banking activities and documenting its banking transactions. Includes, but is not limited to:
- Deposits and withdrawals (including Electronic Funds Transfers (EFT), International Money Transfers (IMT), Automated Clearing House (ACH));
- Statements (e.g., bank, dividend, investment) and reconciliations;
- Records documenting the status of and adjustments to accounts;
- Checks and warrants issued by the agency (if returned by bank);
- Checks returned by the bank due to non-sufficient funds (NSF).
Excludes deposited items covered by GS 01068: Banking--Deposited Items.
Excludes master depository contracts covered by GS 01050: Contracts and Agreements.
Department* (OPR) fiscal year 6 yrs GS 01013
Rev. 1
 
BANKING--DEPOSITED ITEMS
Negotiable instruments received by the University and deposited to the bank in a different format. Includes, but is not limited to, original paper checks/warrants imaged using Remote Deposit Capture (RDC) or Imaged Cash Letter (ICL), or returned by the bank after redemption; and images of checks/warrants created in lieu of depositing the original item (such as Imaged Cash Letter (ICL)).
Excludes checks returned to University (due to insufficient funds) covered by GS 01013: Banking--Accounts and Transactions.
Department* date of deposit 14 days GS 01068  
BILLING RECEIVABLES SYSTEM (BRS)
Automated system (database) provides a record of charge transactions by non-University clients from University departments. Includes receivables, past-due and delinquent accounts, uncollected receivables, and write-offs. Departmental records include copies of invoice forms sent to clients.
University Receivables*
(Computer output microfiche)

University Receivables
(digital media)

Department
fiscal year




fiscal year



fiscal year
6 yrs




6 yrs



2 yrs
11-12-63468




11-12-63469



11-12-63470
Essential
BUDGET PREPARATION DOCUMENTS
Requests for financial support and capital improvements. Used to document requests and collect related information.
Department* fiscal year 4 yrs 11-12-63646  
BUDGET STATEMENT
Used to communicate financial status of University accounts.
General Accounting* (OPR)
(microfiche)

Department
fiscal year




admin purpose served
6 yrs




0
11-12-63471




11-12-63472
 
CASH ADVANCE REQUEST (WSU 1060)
Used to document a cash advance for work on grants or contracts.
Controller*

Department
fiscal year

fiscal year
2 yrs

2 yrs
11-12-63473

11-12-63474
 
CASH DEPOSIT REPORT (WSU 1223)
Used to deposit monies into WSU accounts.
Controller* (OPR)

Department
fiscal year

fiscal year
6 yrs

2 yrs
11-12-63475

11-12-63476
 
CASH REGISTER RECONCILIATION RECORDS
Provides a record of comparison and balancing of cash register receipts and adjustments with payments received. Includes daily reconciliation sheet, cash register tape, and all supporting documents.
Department* fiscal year 6 yrs 11-12-63477  
CASHIER RECEIPTS
Documents transactions of money received by the WSU Controller. Includes Student Loan and Accounts Receipts and Accounts Receivable.
General Accounts* (OPR)

Department
fiscal year


fiscal year
6 yrs


2 yrs
GS 01010


11-12-63478
Essential



COMMUNICATIONS AND NETWORK SERVICES BILLING REPORT AND USAGE REPORT
Notifies computer and telephone users of costs, allocations, and usage of each telecommunication and network service.
Information Technology* (OPR)
(magnetic media)

Department
fiscal year



fiscal year
6 yrs



1 yr
11-12-63479



11-12-63480
Possibly
Essential
CONTRACTS AND AGREEMENTS
Instruments signed by the agency and one or more parties that set out terms and conditions to which the signing parties agree or submit. Includes, but is not limited to:
- Interagency, intra-agency, and intergovernmental agreements;
- Lease, escrow, and rental agreements;
- Lending agreements (facility, equipment, vehicle);
- Liability waivers (hold harmless, insurance, etc.);
- Loan agreements (long-term debt, etc.);
- Master depository contract (banking);
- Personal service, client service, purchasing agreements;
- Purchase and sales agreements (non-capital asset purchases only);
- Vendor bonds;
- Warranties.
Excludes bond project loan agreements covered by GS 01069: Tax-Exempt Bonds.
Controller's Office*

Purchasing Services*
termination
or
expiration of contract or agreement
6 yrs GS 01050
Rev. 1
Essential
CREDIT CARD REFUND VOUCHER (WSU 1381)
Used to record all refunds (except internal) for purchases charged to a credit card.
Department*
or
Controller*
fiscal year 6 yrs 11-12-63481 Possibly Essential
CREDIT CARD TRANSACTION RECORDS-- ELECTRONICALLY-PROCESSED
Provides a record of electronically-processed credit card payments and refunds from non-University clients. Includes electronically-processed swipe-transfer credit card machine transaction tapes and original individual sales receipts (for refund documentation).
Department*
or
Controller*
fiscal year 6 yrs 11-12-63482 Possibly Essential
EXPENDITURE TRANSFER REQUEST (WSU 1048)
Used by budget administrator and Principal Investigator to transfer identifiable direct charges between funding sources.
Controller*

Department
fiscal year

fiscal year
6 yrs

2 yrs
11-12-63483

11-12-63484
 
GENERAL LEDGER WEEKLY AND MONTHLY DETAIL
Weekly and monthly printout lists for specific subfunds of each transaction of current month that affects the general ledger.
General Accounts*

Department
fiscal year


fiscal year
0 yr


2 yrs
11-12-63487


11-12-63488
 
GIFT TRANSMITTAL AND ACKNOWLEDGMENT REFERENCE FILES
Provides reference copies regarding the nature of gifts and their donor(s) routed from WSU units to WSU Foundation--Gift Accounting. May include reference copies of monetary and noncash gift transmittal and acknowledgment forms, golf tournament and auction monetary and noncash gift transmittal forms, and courier service process documentation. Copy of gift transmittal form is submitted to Controller when an in-kind gift.
Department



Controller

submitted to WSU Foundation

submitted to WSU Foundation
30 days



30 days
GS 09002



GS 09002
 
INFORMATION TECHNOLOGY COMPUTING INVOICE
Provides a record of university server usage by user departments, including usage units, rates charged, and cost of each computing service.
Information Technology* (OPR)
(magnetic media)

Department
fiscal year




fiscal year
6 yrs




1 yr
11-12-63489




11-12-63490
 
INTERDEPARTMENTAL STATEMENTS
Provides a record of interdepartmental charges.
Department* fiscal year 2 yrs 11-12-63491  
INVOICE RECEIPTS (WSU 1054)
Used to record all sales (except internal) and all collections of cash.
Cashier/Revenue* (OPR)

Department
fiscal year


fiscal year
6 yrs


2 yrs
11-12-63493


11-12-63494
 
JOURNAL VOUCHER
Documentation for entering journal voucher transactions into the University's accounting system.
Department* (OPR)
or
Controller's Office* (OPR)
fiscal year


fiscal year
6 yrs


6 yrs
GS 01006


GS 01006
Possibly
Essential
MERCHANDISE CREDIT MEMORANDUM
Credits a non-University customer account.
University Receivables* (OPR)

Department
fiscal year



fiscal year
6 yrs



2 yrs
11-12-63497



11-12-63498
 
PAST-DUE AND DELINQUENT ACCOUNTS NOTICES--PAYMENT NOT RECEIVED
Provides a record of notices used by vendor departments to request immediate payment of outstanding balances from non-University clients and notify debtors of additional actions which may be taken if debts are not paid, when the University has not received payment from clients.
University Receivables*

Department
write-off


fiscal year
6 yrs


3 yrs
11-12-63499


Secondary copy under
11-12-63499
 
PAST-DUE AND DELINQUENT ACCOUNTS NOTICES--PAYMENT RECEIVED
Provides a record of notices used by vendor departments to request immediate payment of outstanding balances from non-University clients and notify debtors of additional actions which may be taken if debts are not paid, when the University receives payment from clients.
NOTE: If payment is not received, records are held under "Past Due and Delinquent Accounts Notices--Payment Not Received."
Department*

University Receivables
fiscal year

payment received
3 yrs

0
11-12-63500

Secondary copy under
11-12-63500
 
PETTY CASH RECORDS DOCUMENTATION
Records activity of revolving imprest accounts used to make miscellaneous or emergency purchases.
Controller* (OPR)

Department
fiscal year

fiscal year
6 yrs

2 yrs
11-12-63501

11-12-63502
 
PROCEDURE NUMBER APPLICATION
Assigns computing service procedure numbers to identify customers and bill for computing services.
Information Technology* termination of number 1 yr 11-12-63503  
REQUEST FOR SHIPMENT OF MERCHANDISE
Documents returned merchandise to vendors, outgoing shipments, and misdirected parcels returned to Central Receiving.
Controller's Office* (OPR)

Receiving

Department
fiscal year


fiscal year

fiscal year
6 yrs


3 yrs

2 yrs
11-12-63506


11-12-63507

11-12-63508
 
REQUEST TO SERVE FOOD AT MEETINGS AND TRAINING SESSIONS
Authorizes the use of University monies for the purchase of meals, coffee and light refreshments at meetings and formal training sessions that are official University business.
Controller*

Department
fiscal year

fiscal year
2 yrs

1 yr
11-12-63509

11-12-63510
 
REQUESTS AND APPROVALS FOR WRITE-OFF OF UNCOLLECTIBLE ACCOUNTS
Provides a record of requests by University Receivables or vendor departments for approval to write off uncollectible accounts and signature approvals from appropriate expenditure authorities for the write-offs.
University Receivables*

Department
fiscal year


payment received or write-off
6 yrs


0
11-12-63511


Secondary copy under
11-12-63511
 
RISK ASSESSMENT CHECKLISTS
Provides a record of identification, review, and management of risks that potentially affect University assets and resources. This documentation includes checklists from areas and supporting spreadsheets and/or calculations.
Business Services--General Accounting* fiscal year 3 yrs 11-12-63512  
RISK ASSESSMENT DOCUMENTATION
Provides a record of identification, review, and management of risks that potentially affect area assets and resources. This documentation includes checklists from departments and supporting spreadsheets, calculations, and/or documentation. These records provide the data for the checklists submitted to Business Services--General Accounting.
Area Administrator* fiscal year 3 yrs 11-12-63513  
SERVICE CENTER APPLICATION (WSU 1272)
Used to request approval to charge for goods, services and/or use of equipment.
Controller*

Department
fiscal year

fiscal year
2 yrs

2 yrs
11-12-63514

11-12-63515
 
SPECIAL COURSE FEE REQUEST (WSU 1224)
Used to request establishment of special course fees to pay for goods and services not provided by state appropriated funds or general student fees.
University Receivables*

Department
fee termination

fee termination
2 yrs


2 yrs
11-12-63517


11-12-63518
 
SUBCODE ACTIVITY AND BALANCE DETAIL
Provides a record of accumulative receivables balances for the fiscal year. Reports are run from the Billing Receivables System (BRS) database and sent monthly to each vendor department as requested by the department.
Department* until superseded 0 11-12-63519  
UNCOLLECTED ACCOUNTS
Provides a record of accounts over 90 days past due, which are sent to the University Receivables Collection Desk for action. NOTE: If payment is received, the record is then retained as a receivable and not as an uncollected account.
Collection Desk (University Receivables)* (OPR)

Department
write-off




write-off
6 yrs




0
11-12-63520




11-12-63521
 
WASHINGTON STATE UNIVERSITY INVOICE
Records charge sales to non-University customers.
University Receivables* (OPR)

Department
fiscal year



fiscal year
6 yrs



2 yrs
11-12-63522



11-12-63523