FINANCIAL
| ID |
Title |
Description |
Retention |
Disposition |
Function |
| 9 |
Audit
Report |
Final
report of state or independent auditor. |
4
years |
Archives.
Review for historical value. |
Financial |
| 172 |
Bad
Debt Actions |
Overdue
accounts, such as library fines, parking tickets, loans, payment for services
rendered. |
4
Years |
Destroy |
Financial |
| 27 |
Bank
Deposits |
Record
of deposits in banking institutions. |
4
years |
Destroy |
Financial |
| 173 |
Bank
Reconciliations |
Explanation
of differences between bank statement balance and actual balance. |
4
Years |
Destroy |
Financial |
| 10 |
Bank
Statements |
Periodic
statement of bank balances. |
4
years |
Destroy |
Financial |
| 28 |
Bids
Accepted |
For
purchases. |
Active
+ 3 years |
Destroy |
Financial |
| 29 |
Bids
Rejected |
for
purchases. |
3
years |
Destroy |
Financial |
| 174 |
Bond
Registers |
Listing
of bonds sold, usually for building projects, showing purchaser, date redeemed,
interest due, etc. |
Active
+ 4 Years |
Destroy |
Financial |
| 30 |
Budget
Institutional |
Final,
approved, yearly budget for institution, usually in printed form. |
Active
+ 1 year |
Archives.
Review for historical value. |
Financial |
| 175 |
Budget
Planning Documents |
Budget
requests, including program plans for coming year, usually by cost center. |
Active
+ 1 Year |
Archives.
Review for historical value. |
Financial |
| 176 |
Canceled
Checks |
|
4
Years |
Destroy |
Financial |
| 177 |
Check
Register |
Book
or original entry for all cash disbursements paid by check. |
4
Years |
Destroy |
Financial |
| 25 |
Cost
Accounting |
Record
analyzing cost for producing certain items or performing certain tasks. |
6
years |
Destroy |
Financial |
| 178 |
Delinquent
Accounts Report |
Listing
of students who owe money to university or college. |
3
Years |
Destroy |
Financial |
| 26 |
Delivery
Slips |
Documents
sent with purchased goods indicating item(s) shipped. |
3
years |
Destroy |
Financial |
| 11 |
Endowment
Fund Reports - Annual |
Annual
report of funds received and expended by endowment accounts. May be in
form of report to donors. |
Active
+ 4 years |
Archives
. Review for historical value. |
Financial |
| 179 |
Endowment
Fund Reports - Periodic |
Periodic
report of funds collected or expended by endowment accounts. |
Active
+ 4 Years |
Destroy |
Financial |
| 31 |
Financial
Report - Annual |
Consolidated
year-end report of financial situation showing assets and liabilities.
Usually broken down by major funding areas, such as academic and students
services areas. May include audit report. |
4
years |
Archives.
Review for historical value. |
Financial |
| 12 |
Parking
Tickets - Unpaid |
|
3
years |
Destroy |
Financial |
| 180 |
Payroll
Checks |
Checks
paid employees for services they perform. |
4
Years |
Destroy |
Financial |
| 32 |
Purchase
Orders |
Purchasing
Office's copy of order to a supplier authorizing purchase of goods. |
Active
+ 3 years |
Destroy |
Financial |
