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 may include, but are not limited to banking deposits, reconciliations, statements, registers, stubs, canceled checks, deposit slips, and wire transfers.
|Copy Type||Record Holder||Retention Period||Disposition|
|Official Copy||Finance Division||
Delineated in the Finance Division Records Policy
|Unofficial Copy||Departments and Offices||
Transaction confirmed, see Notes for details
The Finance Division holds the official copy of banking records. Departments and offices need to retain their copy of banking 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 Banking records
The Finance Division manages a wide range of banking records. The retention and disposition of banking records managed by the Finance Division are detailed in the Finance Division Records Policy.