Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-16
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Accounting/Fiscal Records

PDF link

Title
Accounting/Fiscal Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
$50 ADVANCE PAYMENTS LISTINGS
List $50 advance payments from new students. Reports generated on daily and monthly basis.
Bus. Svcs.--
Univ Rec/ Cashier*
Retain until replaced,
then destroy.
79-11-23905
Rev. 2

Admissions
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 79-11-23905
Rev. 2
ACCOUNTS PAYABLE
Documents all invoices for items disbursed during each month by general account code, to provide posting data to the general ledger (GS 01009). Documents adjustments to accounts. Includes supporting documents.
For WSU purposes, this series includes the remittance advice register and sales tax reports.
Department*



Retain for 6 years after
date of document,
then destroy.

GS 01007




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01007
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*



Retain for 6 years after
end of fiscal year,
then destroy.

GS 01016



Essential
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01016
AUDIT DOCUMENTATION AND WORKING PAPERS
Audit documentation, including support for findings, conclusions, and recommendations. May also include correspondence, memos, drafts, preliminary findings, notes, and other materials used in preparing internal or external audits, investigations or examinations.

Note: This series does not apply to State Auditor s Office audits (retained by Internal Audit).
Internal Auditor*
OR
Department*
Retain for 6 years after
audit report date,
then destroy.
GS 04001
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 04001
AUDIT REPORTS
Report on financial status of Compton Union Building and the Associated Students of Washington State University. (Audits are conducted by WSU Auxiliary Services and external auditors.)
Compton Union Administration*
OR
VP--Student Affairs*
Retain for 5 years after
end of fiscal year,
then destroy.
85-1-34887
Rev. 1

AUTHORIZATIONS FOR DIRECT DEPOSIT OF FUNDS
Original authorization and/or change request authorizing the University to deposit funds into an individual's bank account. Includes the Authorization for Direct Deposit of Excess Financial Aid Funds (WSU 1437) and the Travel / Accounts Payable Reimbursement Direct Deposit Authorization (WSU 1433).
University Receivables*
OR
Travel Services*
OR
Accounts Payable*
Retain for 6 years after
superseded or
last activity,
then destroy.
11-12-63464
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;
- 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* Retain for 14 days after
date of deposit,
then destroy.
GS 01068
BANKING ACCOUNTS AND TRANSACTIONS
Records relating to the agency 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), etc.).
- Statements (bank, dividend, investment, etc.) 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*



Retain for 6 years after
end of fiscal year,
then destroy.

GS 01013
Rev. 1



Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01013
Rev. 1
BUDGET PREPARATION WORKING DOCUMENTS
Documentation of agency development of biennial budget proposals. May include correspondence, reports, memos, drafts, statistics, agency budget request and supporting documentation.
Department*



Retain for 6 years after
end of biennium,
then destroy.

GS 01040




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01040
BUDGET STATEMENT
Used to communicate financial status of University accounts.
General Accounting*
(microfiche)


Retain for 6 years after
end of fiscal year,
then destroy.

11-12-63471




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
11-12-63471
CASH ADVANCE REQUEST (WSU 1060)
Used to document a cash advance for work on grants or contracts.
Controller*



Retain for 2 years after
end of fiscal year,
then destroy.

11-12-63473




Department
(reference copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63473
CASH RECEIPT RECORDS
A record of agency cash receipts. May include daily cash listing, electronic funds transfer (EFTs), transfers, credit card payments, and cash register tape.
For WSU purposes, this series also includes daily transaction listings, credit and/or credit card refunds, cash deposit records, point-of-sale feed reports, daily cash reports, and daily distributions of receipts.
Department*
OR
Controller*

Retain for 6 years after
date of document,
then destroy.

GS 01010




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01010
CODE BOOK
Provides a listing of all University account coding.
(Retained in computer-generated microfiche.)

Note: New Disposition Authority No. replaces DAN 83-MF-31933, per the State Records Committee.
Bus Svcs/
Controller*
Retain for 6 years after
superseded,
then destroy.
16-06-68987
Rev. 0
Microfiche
Bus Svcs--
General Accounting
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
16-06-68987
Rev. 0
CONSOLIDATED ENDOWMENT FUND QUARTERLY FINANCIAL REPORTS
Report financial condition of consolidated endowment fund.
Budget Office*



Retain for 6 years after
end of fiscal year,
then destroy.

75-2-9214
Rev. 2



Univ. Adv.--WSU Foundation;
Vice Pres. for
Finance & Administration
(reference copies)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 75-2-9214
Rev. 2
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
For WSU purposes, may also include visiting scholar files and copyright agreements.
Excludes bond project loan agreements covered by GS 01069 (Tax-Exempt Bonds).
Department* Retain for 6 years after
termination or expiration of instrument, then destroy.
GS 01050
Rev. 1
Essential

CONTRACTUAL DELEGATION FILE
Copies of the letters of delegation of the Board of Regents' contractual authority to WSU employees. Used by auditors, vendors, lawyers, and the general public.
VP for Finance & Admin* Retain for 6 years after
superseded,
then destroy.
86-12-38992
Rev. 4

Asst. Atty. General's Office--WSU;
Human Res. Svcs.;
Employee
(reference copies)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 86-12-38992
Rev. 4
DONATION AND FUNDRAISING DEVELOPMENT FILES
Provides a record of donation and fundraising development activities. May include donor and/or potential donor names and contact information, records of donation activity, refunds of donations, and other information regarding donors and potential donors.
Department*






Retain for 6 years after
end of fiscal year,
then
Transfer to Archives for appraisal and selective retention.

91-04-47854
Rev. 1





Archival
(appraisal required)
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 91-04-47854
Rev. 1
EMERGENCY AND SHORT-TERM LOANS TO STUDENTS
Provides a record of emergency loans made to students. Includes promissory notes, copies of deposits, payment records. Includes records for McEachern Fund, Robinson Fund, and other short-term and emergency loan funds.
Campus student affairs*
OR
Dean of Students*
Retain for 6 years after
final payment,
then destroy.
07-08-61556
Rev. 1

EXPENDITURE TRANSFER REQUEST (WSU 1048)
Used by budget administrator and Principal Investigator to transfer identifiable direct charges between funding sources.
Controller*



Retain for 6 years after
end of fiscal year,
then destroy.

11-12-63483




Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63483
EXTERNAL AUDIT, FINAL AUDIT OR EXAMINATION REPORT
Final reports of customer audits, compliance audits, performance audits, external audits, or examinations performed by or for the University.

Note: This series does not include State Auditor s Office audits and Executive Ethics Board investigation reports (official (*) copy retained by Internal Audit).
Internal Auditor*
or
Department*
Retain for 6 years after
audit report date,
then
Transfer to Archives for appraisal and selective retention.

GS 04005





Archival
(appraisal required)
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 04005
FINANCIAL AID SYSTEM FILES
Provides a record of all student financial aid information, including awards (e.g., Pell grants) and information used in determining and tracking financial aid grants, e.g., work study, housing, income. Includes the Financial Aid Forms Needs Analysis (FAFNAR) database. Files are accessed and maintained as Administrative Information System (AIS) databases.
Office of Student Financial Aid*



Retain for 4 years after
end of fiscal year,
then destroy.

99-03-59039
Rev. 1



Bus Svcs--
Univ Rec/Cash
(reference copy listing of unapplied aid)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
99-03-59039
Rev. 1
FINANCIAL REPORTS, FISCAL YEAR END, UNIVERSITY COPY
Reports summarizing fiscal year accounting activity.
Business Services--General Accounting/
Revenue*
Retain for 6 years after
end of fiscal year,
then destroy.

GS 01067




Business Services/
Controller
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy
under GS 01067
FISCAL YEAR END FINANCIAL REPORTING WORKING DOCUMENTS
Working documents used for analysis of certain financial balance interrelationships and other financial information. May include: CAF Financial Balances and Other Information; FED Federal Revenues and Expenditures; REC Receivable/Payable Relationship; PAY Payable/Receivable Relationship.
For WSU purposes, this series also includes budget statements, budget level records, financial working papers, statements, summaries, and annual reports.
Department* Retain for 6 years after
end of fiscal year,
then destroy.

GS 02020




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 02020
GENERAL LEDGER TRIAL BALANCE
A record of prescribed general ledger accounts documenting agency receipts, expenditures and balances, by source and fund. May include reconciliation reports.
Department*



Retain for 6 years after
end of fiscal year,
then destroy.

GS 01009



Essential
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01009
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
(secondary copies)
Retain for 30 days after
submitted to WSU Foundation
GS 09002
Rev. 1

INTERNAL AUDIT, FINAL AUDIT OR EXAMINATION REPORT
Final reports of internal audits, investigations or examinations.
Internal Auditor*
OR
Department*
Retain for 6 years after
audit report date,
then
Transfer to Archives for appraisal and selective retention.

GS 04002





Archival
(appraisal required)
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 04002
INVESTMENT WORKING FILES
Provides a record of investment transactions.
Budget Office* Retain for 6 years after
end of fiscal year,
then destroy.

83-5-31923




Vice President for
Finance and Administration
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
83-5-31923
JOURNAL VOUCHERS
Documentation for entering journal voucher transactions into an accounting system.
Department*



Retain for 6 years after
date of document,
then destroy.

GS 01006



Essential

Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01006
LETTER OF CREDIT FILES
Provides a record of authorization and support to draw funds (letters of credit). May include instructions for drawing funds, requests for funds submitted, worksheets summarizing transactions, and quarterly reports.
Bus Svcs--Gen Acctg/Rev*
OR
Bus Svcs--Spons Prog Svcs*
Retain for 6 years after
end of fiscal year,
then destroy.


74-10-7042
Rev. 2




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
74-10-7042
Rev. 2
PETTY CASH RECORDS DOCUMENTATION
Records activity of revolving imprest accounts used to make miscellaneous or emergency purchases.
Controller*



Retain for 6 years after
end of fiscal year,
then destroy.

11-12-63501




Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63501
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*



Retain for 2 years after
end of fiscal year,
then destroy.

11-12-63509




Department
(secondary copy)
Retain for 1 year after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63509
REVENUE REPORTS
A monthly summary of revenue recorded from interagency agreements, contracts, and other sources.
Department*



Retain for 6 years after
date of document,
then destroy.

GS 01011



Essential
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01011
RISK ASSESSMENT DOCUMENTATION
Provides a record of identification, review, and management of risks that potentially affect area and University assets and resources. This documentation includes checklists from departments and supporting spreadsheets, calculations, and/or documentation. Department and area records provide the data for the checklists submitted to Business Services General Accounting.
Area Administrator*
AND/OR
Bus Svcs--Gen Acctg*
Retain for 3 years after
end of fiscal year,
then destroy.
11-12-63513
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*
Retain for 2 years after
fee termination,
then destroy.

11-12-63517




Department
(secondary copy)
Retain for 2 years after
fee termination,
then destroy.
Secondary copy under
11-12-63517
STATE AUDITOR S OFFICE AUDIT RESULTS, UNIVERSITY COPY
Documentation of state agency audits conducted by the State Auditor s Office. May include final reports of audits and examinations performed by the State Auditor s Office, management letters, exit items, and other documentation provided at the final exit conference.

Note: State Auditor s Office retains primary record copy.
Internal Audit*



Retain for 3 years after
exit conference date, then destroy.

GS 04006




President's Office
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 04006
STATE AUDITOR'S OFFICE WHISTLEBLOWER INVESTIGATIVE REPORTS, UNIVERSITY COPY
University copies of State Auditor s Office reports of allegations of fraud or violations of state laws or regulations as a result of a Whistleblower complaint filed under chapter 42.40 RCW.

Note: State Auditor s Office retains primary record copy.
Internal Audit*



Retain for 3 years after
audit report date, then destroy.

GS 04004




President's Office
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 04004