These records document an office’s expenditures and purchases. These records may include, but are not limited to, departmental purchase orders, credit card charge slips and statements (including P-Card transactions), bills, invoices, journal vouchers, justifications of purchases, payment authorizations, reports of receipt of goods or services, and receipts.
Finance Records
The General Retention Schedule (GRS) provides guidance on how long different types of commonly used records must be retained and if records should be destroyed or transferred to the Archives once the retention periods have ended. For assistance with records specific to your office or department, please email Records Management.
Find out more about retention and disposition.
Find out more about retention and disposition.
| Schedule Number | Record Series |
|---|---|
| 310 | Accounts Payable |
| 315 | Accounts Receivable |
| 320 | Budget |
| 325 | Banking |
Warning
In the event of a pending or suspected lawsuit, regulatory action, claim, government audit or investigation, or internal College audit or investigation, or in any other instance as directed by the Office of the General Counsel, do not follow the records retention schedule to destroy records.
Schedule Number
310
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
|
Administrative Copy
|
Individual Offices
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
Reviewed:
Schedule Number
315
These records are used by offices to document billing and collection activities. These records may include, but are not limited to, account edit sheets,invoices, journal vouchers, checks, and receipts.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
Reviewed:
Schedule Number
320
These records provide a record of departmental fiscal activity presented in summary form which may be used for budget planning. These records may be used to analyze budget cuts or restructuring of programs. These records may include, but are not limited to, working papers, memorandums, final summary reports and spreadsheets, and related documentation and correspondence.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
Reviewed:
Schedule Number
325
These records include, but are not limited to, deposit and withdrawal records, bank
statements and reconciliations, voided and canceled checks.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
Reviewed: