University Archives

Retention Schedules: Business Services - Accounting

Records Type

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

Accounting microfiche, 1973-1999

Agency Schedule Number: 013-017
Item No.: 1
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Permanent. Microfilm kept in Business Services.

Effective Date: March 2013
Revision Date: NA

Agency account creation forms

Agency Schedule Number: 013-017
Item No.: 2
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years after closed, then dispose.

Effective Date: March 2013
Revision Date: NA

Annual financial report

Agency Schedule Number: 013-017
Item No.: 17
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Permanent. Transfer digital copy to Archives at completion of most recent annual report.

Effective Date: March 2013
Revision Date: NA

Bank statement and reconciliation

Agency Schedule Number: 013-017
Item No.: 3
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years, then dispose.

Effective Date: March 2013
Revision Date: NA

Budget transfer memos

Agency Schedule Number: 013-017
Item No.: 4
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years, then dispose.

Effective Date: March 2013
Revision Date: NA

Check register (daily abstract)

Agency Schedule Number: 013-017
Item No.: 5
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 years plus current year, then dispose.

Effective Date: March 2013
Revision Date: NA

Checks

Agency Schedule Number: 013-017
Item No.: 6
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years plus current year, then dispose.

Effective Date: March 2013
Revision Date: NA

Grant files & reports

Agency Schedule Number: 013-017
Item No.: 7
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 years plus current year, then dispose.

Effective Date: March 2013
Revision Date: NA

Imprest cash reconciliation

Agency Schedule Number: 013-017
Item No.: 8
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 years plus current year, then dispose.
Effective Date: March 2013
Revision Date: NA

Income contracts

Agency Schedule Number: 013-017
Item No.: 16
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years plus current year, then dispose.

Effective Date: March 2013
Revision Date: NA

ISRS to ECSI reconciliation

Agency Schedule Number: 013-017
Item No.: 9
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 years plus current year, then dispose.

Effective Date: March 2013
Revision Date: NA

ISRS to MAPS reconciliation

Agency Schedule Number: 013-017
Item No.: 10
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years or until audit, then dispose.

Effective Date: March 2013
Revision Date: NA

MnCARE tax records & return

Agency Schedule Number: 013-017
Item No.: 11
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years, then dispose.

Effective Date: March 2013
Revision Date: NA

Payroll labor distribution reconciliation

Agency Schedule Number: 013-017
Item No.: 12
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years, then dispose.

Effective Date: March 2013
Revision Date: NA

Sales tax records & return

Agency Schedule Number: 013-017
Item No.: 13
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years, then dispose.

Effective Date: March 2013
Revision Date: NA

Security authorization forms

Agency Schedule Number: 013-017
Item No.: 14
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 4 years after superseded, then dispose.

Effective Date: March 2013
Revision Date: NA

Trends and highlights presentation

Agency Schedule Number: 013-017
Item No.: 18
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Permanent. Transfer digital copy to Archives after presentation.

Effective Date: March 2013
Revision Date: NA

Unclaimed property file & report

Agency Schedule Number: 013-017
Item No.: 15
Description:
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Permanent. Kept in Business Services.

Effective Date: March 2013
Revision Date: NA

Original Copy of Schedule as Approved by the State of Minnesota