Record Retention Periods for Departments

Find guidance on the required retention periods for maintaining University records.

Records Retention Guide

Record Retention Periods for Department

Record Type

Minimum Retention (Full Fiscal Years)

Procurement Card (P-Card) Documents7 years
Request for Payment7 years*
Purchase Requisition/Bid File Documentation7 years*
Interdepartmental Charges (GL Documents)7 years
Payroll Timesheets7 years
Travel Authorizations7 years*
Travel Reimbursements7 years*
Cash Reports and Bursar Receipts3 years
Cash Receipt Books (i.e. pink copies)3 years
Vehicle Logs3 years
Account Reconciliations7 years
Accounts Receivable7 years
Search Committee Documentation3 years
Scholarship Records3 years^

*For all scanned documents submitted to Procurement, the submitting department is responsible for storing the originals and presenting them upon request for a minimum of 7 years.

^Scholarship records should be kept for 3 years from the end of the award year for which the aid was awarded.

Note: Retention periods may be longer if related to a sponsored program, depending on the funding agency's requirements. Funding agency requirements should be researched and determined prior to destroying any documents.