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.
Schedule Number Record Series
310 Accounts Payable
315 Accounts Receivable
320 Budget
325 Banking

Accounts Payable

Schedule Number
310

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.

Record HolderRetention PeriodDisposition
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:

Accounts Receivable

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.

Record HolderRetention PeriodDisposition
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:

Budget

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.

Record HolderRetention PeriodDisposition
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:

Banking

Schedule Number
325

These records include, but are not limited to, deposit and withdrawal records, bank
statements and reconciliations, voided and canceled checks.

Record HolderRetention PeriodDisposition
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: