Financial Management

Materials gathered and used to prepare budgets and funding requests, as well as well as copies of requests submitted to a higher-level unit for funding.

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.

Records relating to the receipt of cash by a university office for goods or services provided to students or the public. May include cash receipts or department deposit records.

Office copies of contracts and agreements that are held by Contracts Administration.

Copies of financial records (created or received), provided the original documentation or information is contained in university systems. Also covers financial reports that can be regenerated from official university systems at a future date with the same results. This series does not cover purchasing card records, cash receipts, or external invoices that document transactions or parts of transactions made outside of official university purchasing systems.

Provides a record of charges to individual departments/offices for goods and/or services. These records support the journal vouchering process. Hard copy records of the journal vouchering process that are created in, or uploaded into, an approved online university system may be destroyed when no longer needed. Any documentation kept outside of the approved system must be kept for the retention period indicated here.

Office copies of the final audit results of specific university programs and/or fiscal activities, including the university's response.

Provides a record of PCard use, transaction approval and reconciliation. Includes receipts, packing slips, printed on-line orders/copy of order form, invoices and credit documentation.

Records of purchases not made through online university systems or any purchase records which are not uploaded to online university systems. Records of purchases which are uploaded to or created in approved, online university systems must also be kept for 6 years; however, that retention period applies to the data and files in the system, not to paper copies held in an office.

Copies of requests for services from other WWU units. The unit providing the service has responsibility for retaining the official copy of the request in their records.