Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-17
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Purchasing Records

PDF link

Purchasing Records
Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks

BANQUET PERMIT AUTHORIZATION
Requests University approval to apply for a Banquet Permit.

Accounts Payable*

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

11-12-63404

 

Purchasing;
Department
(secondary copies)

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

Secondary copy
under
11-12-63404

Compton Union Admin.
(secondary copy)

Retain until
end of fiscal year,
then destroy.

Secondary copy
under
11-12-63404

BIDS AND PROPOSALS -- SUCCESSFUL
Records relating to bids and proposals made by other parties to provide the University with goods, services, revenue or other benefits, which are accepted by the University. Includes, but is not limited to:

  • Request for proposal or bid (RFP), request for qualifications and quotations (RFQQ), specifications, etc.;
  • Notices (filed with newspaper, etc.);
  • Bid proposals, evaluation documents, statements of qualification, applications, etc.

Excludes records covered by:

  • Bids and Proposals – Unsuccessful (DAN GS 06007);
  • Contracts and Agreements (DAN GS 01050; see Acct/Fiscal Recs. table).

AVP Finance*
OR
Department*

Retain for 6 years after
completion of purchase or
fulfillment of contract,
then destroy.

GS 06004
Rev. 1

 

Department
(reference copy)

Retain until
admin. purpose served,
then destroy.

Secondary copy under GS 06004
Rev. 1

BIDS AND PROPOSALS -- UNSUCCESSFUL
Records relating to bids and proposals to provide the University with goods, services, revenue or other benefits, which are not accepted by the University. Includes bid proposals, evaluation documents, statements of qualification, applications (rental/lease), etc.

If agency decides not to proceed with a purchase or agreement, records also include:

  • Request for proposal or bid (RFP), request for qualifications/quotations (RFQQ), specifications, etc.;
  • Notices (filed with newspaper, etc.).

Excludes records covered by:

  • Bids and Proposals – Successful (DAN GS 06004);
  • Contracts and Agreements (DAN GS 01050; see Acct/Fiscal Recs. table).

Purchasing Svcs*
OR
Department*

Retain for 3 years after
bid award or cancellation date,
then destroy.

GS 06007
Rev. 1

 

Department
(reference copy)

Retain until
admin. purpose served,
then destroy.

Secondary copy under GS 06007
Rev. 1

CREDIT CARD ADMINISTRATION FILES–CARD ISSUED
Provides program administrative documentation related to credit card issuance, account maintenance, and compliance. University credit cards include purchasing cards, fuel credit cards, and Central Travel Accounts. At a minimum, each file includes application, cardholder agreement, and photocopy of card. Depending on the age and usage of the card, file may also include roles and responsibilities forms, account maintenance requests, documentation of exceptions granted, documentation of policy violations, and correspondence with the cardholder, card reconciler, and/or approving official.

NOTE: These are internal administrative documents and not the record of the contract between the University and the issuing bank.

Accounts Payable*
OR
Travel Services*

Retain for 6 years after
termination of agreement,
then destroy.

03-07-60531
revision 1

 

Department
(reference copy)

Retain until
admin. purpose served,
then destroy.

Secondary copy under
03-07-60531
revision 1

CREDIT CARD APPLICATION–DENIED OR NOT ISSUED
Provides a record of a request for issuance of a University credit card used to purchase items from outside vendors when the card was denied or not issued. University credit cards include purchasing cards, fuel credit cards, and Central Travel Accounts.

Department*

Retain until denial,
then destroy.

03-07-60532
revision 1

 

DEPARTMENTAL REQUISITION (WSU 1011)
Request from departments to WSU Purchasing for purchases outside the institution.

Purchasing*

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

11-12-63410

 

Department
(secondary copy)

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

Secondary copy
under
11-12-63410

DISCRETIONARY (17A) ACCOUNT EXCEPTION JUSTIFICATIONS
Provides a record of approved exceptions to University guidelines for discretionary (17A) accounts.

Department*

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

11-12-63412

 

EXPENDITURE AUTHORITY DELEGATION (WSU 1198)
A form that delegates authority for approving various documents that obligate departmental funds.

Controller*

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

11-12-63413
Rev. 1

Essential

Department
(secondary copy)

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

Secondary copy
under 11-12-63413
Rev. 1

 

FACULTY TEXTBOOK ORDER SHEET
Used by faculty to identify textbook needs each semester.

Faculty Member*

Retain until
admin. purpose served,
then destroy.

11-12-63415
revision 1

 

INTERDEPARTMENTAL REQUISITION AND INVOICE
(WSU 1017)
Provides a record of approval for interdepartmental purchasing transactions.

Vendor Department*

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

11-12-63416

 

Department
(secondary copy)

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

Secondary copy under
11-12-63416

 

PHOTOCOPIER EQUIPMENT REQUEST (WSU 1340)
Form used to document copier needs to purchase copy equipment.

Department*

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

11-12-63419

 

Purchasing
(secondary copy)

Retain for 1 year after
action taken,
then destroy.

Secondary copy under
11-12-63419

 

PURCHASE AUTHORITY
Authority for a state agency to accomplish its own purchases. May be state form GEN-PUR-007 or similar agency-specific form.

Controller*

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

GS 06002

Essential

Department
(secondary copy)

Retain for 2 years after
admin. purpose served,
then destroy.

Secondary copy under GS 06002

 

SUPPLY AND EQUIPMENT REQUESTS
Internal WSU documents used to request the purchase of supplies and equipment.

Department*

Retain for 30 days after
date of receipt,
then destroy.

GS 06001

 

TELECOMMUNICATIONS SERVICE REQUESTS
Provides a record of online requests to move, change, disconnect, or add new telecommunications services, including telephone, voicemail, and Ethernet.

Information Technology Services*
(digital media)

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

11-12-63428

 

Department
(secondary copy)

Retain for 1 year after
request approved or denied,
then destroy.

Secondary copy under
11-12-63428