Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-10
Procedures, Records, and Forms
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)

Cutoff

Retention
Period

Disposition
Authority No.

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)
(paper)

Associate VP for Finance
(magnetic media)

fiscal year

fiscal year

6 yrs


6 yrs

GS 01004


11-12-63408

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

Purchasing*


Department

fiscal year

fiscal year

2 yrs


2 yrs

11-12-63410


11-12-63411

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

Department* (OPR)

fiscal year

6 yrs

11-12-63412

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

Controller* (OPR)


Department

fiscal year

fiscal year

6 yrs


2 yrs

11-12-63413


11-12-63414

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

Department*

receipt of order

2 yrs

11-12-63415

 
FUEL CREDIT CARD FILES
Documentation of the use of credit cards issued to University departments to use to purchase 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)

Department

fiscal year

fiscal year

6 yrs


2 yrs

11-12-63416


11-12-63417

 
INVOICE VOUCHER (WSU 1273)
Form used to seek payment from Accounts Payable. A state of Washington form.

Accounts Payable* (OPR)

Department

fiscal year

fiscal year

6 yrs

2 yrs

GS 01004

11-12-63418

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

Department*


Purchasing

fiscal year

action taken

2 yrs


1 yr

11-12-63419


11-12-63420

 
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*

OR

Purchasing

fiscal year

fiscal year

6 yrs



6 yrs

GS 15005



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.

Associate VP for Finance* (OPR)
(digital media)

Purchasing*


University Publishing*
(off-site printing purchases)

Department

fiscal year


fiscal year

fiscal year


fiscal year

6 yrs



6 yrs


6 yrs



2 yrs

GS 06004



GS 06004


GS 06004



11-12-63421

 
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.

Associate VP for Finance* (OPR)
(digital media)

Purchasing*


University Publishing*
(off-site printing purchases)

Department

fiscal year


fiscal year

fiscal year


fiscal year

6 yrs



2 yrs


2 yrs



2 yrs

GS 01004



11-12-63422


11-12-63423



11-12-63424

 
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
Essential

SERVICE CENTER BILLING DATA AND STATEMENTS
Provides a record of each interdepartmental purchasing transaction processed through the Service Center Billing System.

Business Services*
(magnetic media tape maintained by IT)

Vendor Department
(paper statement)

Department
(paper statement)

fiscal year
 
 
fiscal year
 

fiscal year
 

6 yrs
 
 

2 yrs
 
 
2 yrs
 

11-12-63425



11-12-63426


11-12-63427
 

 
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)
(magnetic media)

Department

fiscal year


fiscal year

6 yrs



1 yr

WSU--GS 04



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) 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*
or

Controllers
Office*
or

Purchasing*

fiscal year

fiscal year


fiscal year

6 yrs


6 yrs



6 yrs

GS 01004


GS 01004



GS 01004

Possibly
Essential