Record Retention

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) — 7 years******** UPDATED!!
  • 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.

Featured in Plymouth Magazine

Example Image

Let the Sunshine In

A Strategic Approach to a Sustainable Campus » Compressed Natural Gas powers the campus’s hot water and heat. A geothermal system heats and cools the Hanaway Rink at the PSU Ice Arena and Welcome Center. Biomass fuel keeps the new ALLWell North facility warm and provides hot water. And now solar panels on the roof […]

Example Image

Helping to Heal Broken Hearts

PSU researcher hopes to improve cardiovascular patients’ long-term outcomes » A broken heart and a heart attack may not have very much in common, but they’re both painful in their own way, and both can leave scars. Unlike the scars that follow heartbreak, scars following heart attack don’t fade with time, and they often prove […]

Example Image

From Korea with Gratitude

When Dan Lee stepped off the plane in California back in 1990, the 20-year-old South Korean émigré was seeking the American dream. After earning an advanced degree in economics, he accepted a job offer at PSU, believing the small-town New England setting would be a good place to raise his young family. As an associate […]