Warning
Do not follow the records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.
These records are used by departments and offices to document billing and collection activities. These records may include, but are not limited to, account edit sheets, classified advertisement forms, invoices, journal vouchers, checks, and receipts.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Finance Division | 7 years |
|
| Unofficial Copy | Departments and Offices | Transaction confirmed, see Notes for details |
Notes
The Finance Division holds the official copy of accounts receivable records. Departments and offices need to retain their copy of accounts receivable records until they have reviewed and accepted the corresponding financial reports from the Finance Division (usually in PeopleSoft). Then confidentially destroy the records. Departments and offices may destroy these records immediately after accepting the financial reports or at the close of every fiscal year.
Official Copy of Accounts Receivable records
The Finance Division manages a wide range of accounts receivable records. The retention and disposition of accounts receivable records managed by the Finance Division are detailed in the Finance Division Records Policy.