Financial Management

Budget and Funding Requests Preparation Materials

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain until no longer needed for agency business

Disposition after Retention

Destroy

Disposition Authority Reference

GS 50008.0001.18353

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2019 June 06

WWU Function

Display Notes

Since these records are not the final budgets (as approved by the State or uploaded into the university's financial system) they technically do not have any retention requirements. However, UARM recommends that these materials be kept for 3 years after the fiscal year for use in preparing future budgets.

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

Destroy

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.

Cash Handling Records

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain for 6 years after fiscal year

Disposition after Retention

Destroy

Disposition Authority Reference

GS 01001.0001.18367

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

WWU Function

Contracts and Agreements (Office copies)

Who can use this?

All Offices

Record Description

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

Retention Requirement

Retain until no longer needed for agency business

Disposition after Retention

Destroy

Disposition Authority Reference

GS 50005.0001.18435

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

WWU Function

Financial Records - Duplicate Copies

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain until no longer needed for agency business

Disposition after Retention

Destroy

Disposition Authority Reference

GS 50005.0001.18394

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

WWU Function

Interdepartmental Invoices and Journal Voucher Documentation

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain for 6 years after fiscal year

Disposition after Retention

Destroy

Disposition Authority Reference

GS 01001.0001.18361

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

WWU Function

Internal Audit Report

Who can use this?

All Offices

Record Description

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

Retention Requirement

Retain for 6 years after matter resolved

Disposition after Retention

Destroy

Disposition Authority Reference

GS 04007.0001.18374

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

WWU Function

Purchasing Card (Pcard) Documentation

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain for 6 years after fiscal year

Disposition after Retention

Destroy

Disposition Authority Reference

GS 01001.0001.18366

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

WWU Function

Receipt of Goods Documentation

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain for 6 years after fiscal year

Disposition after Retention

Destroy

Disposition Authority Reference

GS 01001.0001.18375

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

WWU Function

Service Request Records - Duplicate Copies

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain until no longer needed for agency business

Disposition after Retention

Destroy

Disposition Authority Reference

GS 50005.0001.18395

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

WWU Function