Record Retention
Record Retention Periods for Departments
Record Type | Minimum Retention (Full Fiscal Years) |
| Procurement Card (P-Card) Documents | 7 years |
| Request for Payment | 7 years* |
| Purchase Requisition/Bid File Documentation | 7 years* |
| Interdepartmental Charges (GL Documents) | 7 years |
| Payroll Timesheets | 7 years |
| Travel Authorizations | 7 years* |
| Travel Reimbursements | 7 years* |
| Cash Reports and Bursar Receipts | 3 years |
| Cash Receipt Books (i.e. pink copies) | 3 years |
| Vehicle Logs | 3 years |
| Account Reconciliations | 3 years |
| Accounts Receivable | 7 years |
| Search Committee Documentation | 3 years |
| Scholarship Records | 3 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.