Records relate to budgeting, allocation and expenditure
of funds and provision of support services.
Records Series Title and Statement of Function/Purpose
| Location and Retention of Official Copy
| Retention of One Other Copy
|
| Accounts Payable Invoice/Credit Memo Approval Form. Used
to notify Accounts Payable regarding correct account information for open
orders; of problems with goods or services ordered; and to confirm goods
were received.
|
Accounting Services: 6 years after end of fiscal
year
|
Any office: 3 years after end of fiscal year
|
| Audit Report, Internal. Provides a record of the
final audit results of specific University programs and/or fiscal activities,
including the University's response.
|
Office of Internal Auditor: 6 years after the audit is closed; transfer to University Archives & Records Center for historical preservation when retention period fulfilled.
|
Any office: 3 years after resolution of audit issues
|
| Budget Planning Files/Working Papers. May include
budget work sheets, copies of amendment of allotment transaction, reports,
statistics and related information used in preparation of budget proposals
and requests.
|
Any office: 3 years after end of fiscal year
|
|
| Budget Status Report. Detail of monthly expenditures
by department; used for budget monitoring and expenditure control. Documents
expenditures and encumbrances affecting allotments.
|
Accounting Services: 6 years after end of fiscal year
|
Departmental unit: 3 years after end of fiscal year
|
| Central Stores Packing List. Used to fill, verify,
package and ship orders from Central Stores warehouse.
|
Central Stores: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Copy Duplicating Request. To request offset copy
reproduction work by University offices.
|
Publishing Services: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Corporate Express On-Line Monthly Report & Packing
Slips. Monthly report downloaded from Corporate Express web site and distributed
to campus departments listing purchases ordered on-line. Shows detail of
order number, date, quantity, item, description, amounts. Signed by budget
authority. Report is reconciled with packing slips.
|
Department: 6 years after end of fiscal year
|
| Corporate Express Review Checklist. Report on review
of Corporate Express departmental files to ensure proper maintenance and
retention of ordering documents. Includes any corrective action suggested.
Signed by Purchasing Department and by budget authority. |
Purchasing: 6 years after department in full compliance
|
Department: 1 year after department in full compliance
|
| Field Order. Computer generated modification of
state form A17-1. Used to order goods and/or services from private vendors.
Includes quotations, invitations to bid and related correspondence.
|
Purchasing: 6 years after end of fiscal year
Accounting Services: 6 years after end of fiscal year
| Any office: 3 years after end of fiscal year
|
| Invoice Voucher, A19-1, State of Washington. Documents
charges for goods and/or services furnished to the State of Washington.
|
Accounting Services: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Invoices, Interdepartmental. Provides a record of
charges to individual departments/offices for goods and/or services.
|
Originating office: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Invoices, Vendor. Billing to University from outside
vendors for goods and services.
|
Accounting Services: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Journal Voucher for Revenue and Expenditure Transactions.
Reports charges and transfers of funds between University budgets.
|
Accounting Services: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Lock Maintenance/Repair Request Form.Used to request service to locks, safes, locking hardware and keys.
|
Lockshop: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Media Services Customer Request Forms. Used to request
media services, supplies and equipment.
|
Media Services: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Motor Pool Vehicle Request. To request rental of
Motor Pool vehicles.
|
Motor Pool: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Petty Cash Fund Records. May include: field order;
purchase form; Invoice Voucher A19-1; End-of-Year Closeout form; Daily Transaction
log; memo designating departmental petty cash custodian.
|
Student Fiscal Services/Cashier: 6 years after end of fiscal year
|
Department: 3 years after end of fiscal year
|
| Physical Plant Maintenance/Repair Request. Used
to request maintenance and repairs to University facilities.
|
Work Control Center: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Physical Plant Maintenance/Repair Request. (Construction, Renovation, Equipment) Used to request equipment, or alterations, construction, or renovation of University facilities.
|
Work Control Center: 6 years after completion or cancellation of job
|
Any office: 3 years after completion or cancellation of job
|
| Purchase Form. Pre-numbered purchase form used
by Purchasing and departments to order goods and/or services from private
vendors; includes check request for pre-payment of goods/services. May include
order form, renewal notice, or invoice, etc. detailing purchase information.
|
Purchasing: Attached to field order when Purchasing does ordering; 6 years after end of fiscal year
Accounting Services: Retained when departments place orders; 6 years after end of fiscal year
| Any office: 3 years after end of fiscal year
|
| Purchasing Card (PCard) Documentation. Provides
a record of PCard use, transaction approval and reconciliation. Includes
receipts, packing slips, printed on-line orders/copy of order form, invoices
and credit documentation.
|
Department: 6 years after end of fiscal year
|
| Receipt, Cash, WWU, Copy 2. Pre-numbered
cash receipt verifying receipt of cash for goods or services.
|
Any office: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Receipt, Departmental Deposit, WWU.Provides a record of date, description of deposit and amount of funds deposited and credited to departmental or other designated budget account.
|
Student Fiscal Services/Cashier: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Request for Printing. To request printing jobs
from University Publishing Services.
|
Publication Services: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Request for Transport Services. To request transport
of goods between University offices.
|
Central Stores: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Sales Ticket. Pre-numbered three-part form used
to order books and supplies from the Students'
Co-op Bookstore.
|
Students' Co-op Bookstore: 6 years after end of fiscal year
Accounting Services: Attached to Journal Voucher; 6 years after end of fiscal year
| Any office: 3 years after end of fiscal year
|
| Stores Order/Return Form. Pre-numbered form providing
a record of goods and supplies ordered by campus offices from Central Stores
warehouse.
|
Central Stores: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Travel Expense Voucher. Pre-numbered form used
to claim reimbursement for travel expenses.
|
Accounting Services: 6 years after end of fiscal year
|
Any office: 3 years after end of fiscal year
|
| Travel Form. Pre-numbered three-part form combining
functions of travel authorization, travel justification, and travel expense
advance approval. Used to process and record staff, faculty, non-employees
and interviewees travel.
|
Purchasing: 6 years after end of fiscal year
Bureau for Faculty Research: 10 years after termination of the grant contract
| Any office: 3 years after end of fiscal year
|
