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:
Purchasing Records

PDF link

Title
Purchasing Forms Used Campus-Wide

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, INVITATION TO/REQUEST FOR PROPOSAL
Solicitation of bids from vendors. May include related working papers, SF GEN-PUR-008 or similar agency specific form, Request for Proposal (RFP), Request for Information (RFI), and Request for Qualifications and Quotations (RFQQ).
AVP Finance*
OR
Department*
Retain for 6 years after
closure or cancellation date,
then destroy.

GS 06004
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 06004
BIDS/PROPOSALS, UNSUCCESSFUL
Documentation of the bids submitted to provide goods or services which were not chosen or failed to meet requirements. May include lists of ranking of unsuccessful bidders, financial information about the bidders, resumes, proposals, pricing sheets and other related materials, in addition to the unsuccessful bids.
Purchasing Svcs*
OR
Department*
Retain for 6 years after
bid award or cancellation date,
then destroy.
GS 06007
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 06007
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
Rev. 1

Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
03-07-60531
Rev. 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
Rev. 1

CREDIT CARD RECORDS (CREDIT CARD USE RECORDS)
Includes all documentation of the use of credit cards issued to state agencies or employees, such as receipts, records related to online ordering, purchase card log and activity log.
For WSU purposes, this records series includes records related to the use of purchasing cards, fuel credit cards, central travel accounts, travel corporate cards, rental vehicle credit cards, and telephone credit cards.
Department* Retain for 6 years after
date of document, then destroy.

GS 01017 Essential
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01017
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





Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy
under
11-12-63413
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
Rev. 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
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, samples, completed job reports, summary of costs, and related records.
Excludes printing master and source materials covered by GS 15007 (Photographs, Graphics, and Visual Resources).
Vendor Department*
OR
Department*
Retain for 6 years after
date of document,
then destroy.
GS 15005
PURCHASE AUTHORITY
Authority for a state agency to accomplish its own purchases. May be state form GEN-PUR-007 or similar agency-specific form.

For WSU purposes, this series includes authority for specific University personnel to approve purchases. Includes the Expenditure Authority Delegation (WSU 1198).
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
Requests by state agencies for telephone service, installation or repairs, and responses to the requests. Includes 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.
GS 08001

VENDOR PAYMENTS FILES
Documentation of agency disbursements. May include all documentation related to purchases by agencies, 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:
- Purchase Order Files
- Field Order Files
- Purchase Requisition Files
- Invoice Voucher Files
- Printing Requisition Files
- Copy Center Request Files
- Travel Expense Payment Files
- Inter Agency Billing Files
- Encumbrances and Liquidation Records
For WSU purposes, this series also includes, but is not limited to, expenditure reports, Department Orders, and State of Washington Invoice Vouchers.

Department*



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

GS 01004



Essential

Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 01004