RECORDS
90.01
Revised 7-10
Procedures, Records, and Forms
335-2005
Title | |||||
Record Series Title--Function/Purpose |
Location |
Cutoff |
Retention |
Disposition |
Remarks |
| DEPARTMENT ORDERS (online) Used to initiate orders from outside vendors based upon direct purchase requests from University departments. The departmental OPR record includes the paper original department order, receipt, and/or packing slip. |
Department* (OPR) |
fiscal year |
6 yrs |
GS 01004 |
|
| DEPARTMENTAL REQUISITION (WSU 1011) Request from departments to WSU Purchasing for purchases outside the institution. |
Purchasing* |
fiscal year |
2 yrs |
WSU--GS 01 |
|
| DISCRETIONARY (17A) ACCOUNT EXCEPTION JUSTIFICATIONS Provides a record of approved exceptions to University guidelines for discretionary (17A) accounts. |
Department* (OPR) |
fiscal year |
6 yrs |
WSU--GS 01 |
|
| EXPENDITURE AUTHORITY DELEGATION (WSU 1198) A form that delegates authority for approving various documents that obligate departmental funds. |
Controller* (OPR) |
fiscal year |
6 yrs |
WSU--GS 01 |
|
| FACULTY TEXTBOOK ORDER SHEET Used by faculty to identify textbook needs each semester. |
Department* |
receipt of order |
2 yrs |
WSU--GS 01 |
|
| FUEL CREDIT CARD FILES Documentation of the use of credit cards issued to University departments to use to purchase of commercial fuel, emergency roadside assistance, and routine maintenance for University vehicles and equipment. Includes all department documentation of fuel credit card transactions, including receipts, transaction detail reports, reconciliation reports. |
Department* |
fiscal year |
6 yrs |
GS 01017 |
Possibly Essential |
| INTERDEPARTMENTAL REQUISITION AND INVOICE (WSU 1017) Provides a record of approval for interdepartmental purchasing transactions. |
Vendor Department* (OPR) |
fiscal year |
6 yrs |
WSU--GS 01 |
|
| INVOICE VOUCHER (WSU 1273) Form used to seek payment from Accounts Payable. A state of Washington form. |
Accounts Payable* (OPR) |
fiscal year |
6 yrs |
GS 01004 |
|
| PHOTOCOPIER EQUIPMENT REQUEST (WSU 1340) Form used to document copier needs to purchase copy equipment. |
Department* |
fiscal year |
2 yrs |
WSU--GS 01 |
|
| PUBLICATION AND DUPLICATION SERVICE JOB FILES Records of publication and duplication services provided by outside vendors or by WSU copy services. May include copy requests, production activity logs, copy machine activity logs, orders, job descriptions and specifications, publication design records, sample job products, estimates, material order sheets, proofs, samplets, completed job reports, summary of costs, and related records. |
Vendor Department* |
fiscal year |
6 yrs |
GS 15005 |
|
| PURCHASE ORDER AND RECEIVING REPORT--WITH COMPETITIVE BIDS Used to initiate an order from outside vendors based on a request from a university department when transaction involves competitive bidding. |
Asst. VP - Bus Affairs/Controller* (OPR) |
fiscal year |
6 yrs |
GS 06004 |
|
| PURCHASE ORDER AND RECEIVING REPORT--WITHOUT COMPETITIVE BIDS Used to initiate an order from outside vendors based on a request from a university department when transaction does not involve competitive bidding. |
Asst. VP - Bus Affairs/Controller* (OPR) |
fiscal year |
6 yrs |
GS 01004 |
|
| PURCHASING CARD FILES Documentation of orders from outside vendors based upon direct purchase requests from University departmental personnel. Includes all department documentation of purchasing card transactions, including invoices, Departmental Log Sheets, and billing statements from bank card company. |
Department* |
fiscal year |
6 yrs |
GS 01017 |
Possibly |
| SERVICE CENTER BILLING DATA AND STATEMENTS Provides a record of each interdepartmental purchasing transaction processed through the Service Center Billing System. |
Business Services* |
fiscal year |
6 yrs |
WSU--GS 01 |
|
| SUPPLY AND EQUIPMENT REQUESTS Internal WSU documents used to request the purchase of supplies and equipment. |
Department* |
date of receipt |
30 days |
GS 06001 |
|
| TELECOMMUNICATIONS SERVICE REQUEST Provides a record of online request to move, change, disconnect, or add new telecommunications services, including telephone, voicemail, and Ethernet. |
Information Technology* (OPR) |
fiscal year |
6 yrs |
WSU--GS 04 |
|
| VENDOR PAYMENT FILES Documentation of WSU disbursements. May include all documentation related to University purchases, including voucher distribution registers, vendor remittance advisories, document transmittals and certification reports, encumbrance requests and other documentation which provides a record of payments to vendors and other agencies for goods and services. May include, but is not limited to: Purchase Order (Department Order and Quick Order) Files, Purchase Requisition Files, Blanket Order Requisition Files, Blanket Order Purchase Transaction Files, Invoice Voucher Files, Printing Requisition Files, Copy Center Request Files, Travel Expense Payment Files, Interagency Billing Files, Encumbrance and Liquidation Records. |
Department* |
fiscal year |
6 yrs |
GS 01004 |
Possibly |