Budget Reconciliation and Monitoring Records

Who can use this?

All Offices

Record Description

Financial records and reports used to reconcile and monitor expenses and income for a unit when the files contain unique transaction records that are not captured in an official university system (for example, original purchasing card receipts for purchases made outside of a university system). Copies of reports or other records that can be generated from or are stored in online university systems have minimal retention and should be held as Financial Records - Duplicate Copies (GS 50005.001.18394). However, if these duplicate records are filed with original financial documentation (such as purchasing card receipts), then this records series should be applied to the files to ensure the original documentation is held for the appropriate retention period.

Retention Requirement

Retain for 6 years after fiscal year

Disposition after Retention


Disposition Authority Reference

GS 01001.0001.18420

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2018 December 20

WWU Function

Display Notes

This retention period only applies to these records when original documentation (like purchasing card receipts) that is not uploaded into an online university system is included in the files. If no such materials exist in these reconciliation/monitoring records, then the retention period(s)for the other record type(s) will apply.