Record Retention Guidelines

RECORD RETENTION GUIDELINES

Departments are responsible for retaining the original records for the following documents:

	Current year plus:
Accident Reports/claims (settled cases)	7 years
Cash Records Documentation	3 years
Insurance Policies (expired)	3 years
Payroll records - student and non-status hourly	7 years
Petty Cash	1 year
Purchasing Card (P-card)	3 years
Original Contracts	Contact Purchasing

All purchasing, accounts payable, personnel, accounting, and budget records are maintained centrally. This is why the departments need not keep records longer than specified above.

Grants records must be retained for 3 years after the close of the grant.

Other department records should be retained at the discretion of the department.