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This record retention schedule has been created as a guideline for Budget and Controller departments and as a recommendation for other University departments. Department retention recommendations apply only to copies of documents sent to central administration for processing. Online PRISM users and those who process original transactions should follow the central retention guidelines found in column four.

The following Budget & Controller departments recommendations are still in development: Payroll, Student Financial Services, Budget and Financial Reporting, and the Office of Finance.

Updated May 15, 2013

RECORD RETENTION REQUIREMENTS FOR UNIVERSITY OF PITTSBURGH BUSINESS MANAGERS

Document Type	Department Retention (copies)	Central Storage Department	Central Retention (originals)	To obtain more information or order a copy use link below
95-507s (Sucfoontracting Plans and Associated Documentation)	Not retained in Dept. Paper documents immediately sent to Central Storage	Purchasing Department	7 fiscal years from end of the agreement	www.cfo.pitt.edu/purchasing/inquiries.html
Asset Retirements	1 fiscal year / or research exception **	Payment Processing	7 fiscal years AD *	assets@cfo.pitt.edu
Asset Transfers	1 fiscal year / or research exception **	Payment Processing	7 fiscal years AD *	assets@cfo.pitt.edu
Asset Transfers to Surplus	1 fiscal year / or research exception **	Payment Processing	7 fiscal years AD *	assets@cfo.pitt.edu
Budget Planning Books for Departmental Budgets	1 fiscal year / or research exception **	General Accounting	7 fiscal years *	Louella Edwards
Business Travel Requests	1 fiscal year / or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
Contracts	Not retained in Dept. Paper documents immediately sent to Central Storage	Purchasing Department	7 fiscal years from end of the agreement	www.cfo.pitt.edu/purchasing/inquiries.html
Disbursements	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years *	records@cfo.pitt.edu
Invoices	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years *	records@cfo.pitt.edu
Journal Entries (NSCT, NSCTR, IDC, JE, Cash Reports)	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years *	records@cfo.pitt.edu
June Final Levels	1 fiscal year/ or research exception **	General Accounting	7 fiscal years *	Louella Edwards
P-card Statements	7 fiscal years / or Research exception **	Financial Records Services	7 fiscal years *	records@cfo.pitt.edu
Petty Cash	1 fiscal year /or research exception **	Financial Records Services	3 fiscal years *	records@cfo.pitt.edu
Petty Cash Bank Statements	1 fiscal year/ or research exception **	N/A	7 fiscal years *	Department Administrator
Purchase Orders	1 fiscal year	Purchasing Department	7 fiscal years from end of the agreement	www.cfo.pitt.edu/purchasing/inquiries.html
Requests for Proposal (RFP)	Not retained in Dept. Paper documents immediately sent to Central Storage	Purchasing Department	7 fiscal years from end of the agreement	www.cfo.pitt.edu/purchasing/inquiries.html
Requests for Quotation (RFQ)	Not retained in Dept. Paper documents immediately sent to Central Storage	Purchasing Department	2x Contract length/ minimum of 7 fiscal years **	www.cfo.pitt.edu/purchasing/inquiries.html
Salaried Personnel Activity Reports (SPAR)	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years *	records@cfo.pitt.edu
Salary Wage Cost Transfers	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years *	records@cfo.pitt.edu
Travel Advances	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years *	records@cfo.pitt.edu
Travel & Business Expense Reports	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years *	records@cfo.pitt.edu
Travel & Business Expense Online Reports	Originals - 7 fiscal years /or research exception **	N/A	N/A	www.cfo.pitt.edu/payment/inquiries.html

(AD = After disposal of the underlying asset.)

 

RETENTION REQUIREMENTS FOR BUDGET & CONTROLLER DEPARTMENTS (includes department copy recommendations)

Asset Management

Financial Records Services

General Accounting

Internal Audit

Office of Finance

Payment Processing

Purchasing

Research Accounting

Tax Department

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NAVIGATE BY FORM

1099 Forms (Financial Records Services)

1099 Forms (Payment Processing)

95-507s Sucfoontracting Plans and Associated Documentation - 294/295 Reports)

Accounting /Legal Work Audit Papers in Blue Books

Accounting/Legal Misc. Departmental Files

Accounting/Legal Special Projects

Accounting/Legal Special Reviews

Accruals and Deferrals

Asset Additions and Affiliated Maintenance Records

Asset Retirements

Asset Transfers

Asset Transfers to Surplus

Bank Account Analysis Statement

Bank Statements w/Reconciliations

Bankruptcies

Batch Header Sheets

Bond Statements

Budget Planning Books for Departmental Budgets Business Travel Requests

Cash Reports

Cash Transfers Inputs

Contracts

Disabled Entity 02, 03, 04 (Gift), 07, 09 Accounts

Disabled Entity 04 (Gift) Accounts

Disabled IDC Accounts

Disbursements

Endowment Files

Fixed Assets (Plant)

Forgeries

Housing Reconciliations

Invoices

Journal Entries (Financial Records Services - department submitted)

Journal Entries (General Accounting - internal)

Journal Entries  (Payment Processing - internal)

June Final Levels

Mellon/Citizens Bank Disc

Merchant Credit Card Transaction Receipts/Advice

Minority Business Enterprises

Misc Accounts Receivables & Reconciliations

Monthly Merchant Location Statements

P-card Acceptance Agreements

P-card Applications

P-card Change Forms

P-card Statements

Petty Cash

Petty Cash Bank Statements

Petty Cash Fund Reconciliations and Closed Accounts

Physical Inventory Forms

PI Transfer Documentation

PRISM Account Files

Property, Sales, and Amusement Tax Returns

Purchase Orders

Reference Materials (Tax)

Requests for Proposal (RFP)

Salaried Personnel Activity Reports (SPAR)

Salary Wage Cost Transfers

Sponsored Project Folders

Staff/Faculty Early Retirement

Supplier Forms (Payment Processing) Supplier Forms (Purchasing)

Tag Log Sheets

Travel & Business Reimbursements

Travel & Business Online Expense Reports

Travel Advances

Tuition Reconciliations

Unclaimed Property / Returns (Escheat)

University Tax Documents

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ASSET MANAGEMENT

Document Type	Department Retention (copies)	Central Storage Department	Central Retention * (originals)	To obtain more information or order a copy use link below
Asset Additions and Affiliated Maintenance Records	N/A	Payment Processing	7 fiscal years	assets@cfo.pitt.edu
Asset Transfers	1 fiscal year / or research exception **	Payment Processing	7 fiscal years AD	assets@cfo.pitt.edu
Asset Retirements	1 fiscal year / or research exception **	Payment Processing	7 fiscal years AD	assets@cfo.pitt.edu
Tag Log Sheets	N/A	Payment Processing	7 fiscal years AD	assets@cfo.pitt.edu
Batch Header Sheets	N/A	Payment Processing	7 fiscal years AD	assets@cfo.pitt.edu
Asset Transfers to Surplus	1 fiscal year / or research exception **	Payment Processing	7 fiscal years AD	assets@cfo.pitt.edu
PI Transfer Documentation	N/A	Payment Processing	7 fiscal years AD	assets@cfo.pitt.edu

FINANCIAL RECORDS SERVICES

Document Type	Department Retention (copies)	Central Storage Department	Central Retention * (originals)	To obtain more information or order a copy use link below
Journal Entries (NSCT, NSCTR, IDC, JE, Cash Reports)	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
Business Travel Requests	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
Travel & Business Reimbursements	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
Disbursements	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
Invoices	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
Travel Advances	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
Petty Cash	1 fiscal year /or research exception **	Financial Records Services	3 fiscal years	records@cfo.pitt.edu
Salary Wage Cost Transfers	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
Salaried Personnel Activity Reports (SPAR)	1 fiscal year /or research exception **	Financial Records Services	7 fiscal years	records@cfo.pitt.edu
1099 Forms	N/A	Financial Records Services	7 fiscal years	records@cfo.pitt.edu

(AD = After disposal of the underlying asset.)

GENERAL ACCOUNTING

Document Type	Department Retention (copies)	Central Storage Department	Central Retention * (originals)	To obtain more information or order a copy use link below
Bank Statements w/Reconciliations	N/A	General Accounting	7 fiscal years	Louella Edwards
Petty Cash Bank Statements	7 fiscal years/ or research exception **	Departments	7 fiscal years	Department Administrator
Unclaimed Property / Returns (Escheat)	3 fiscal years	General Accounting	Permanent	Louella Edwards
Online Journal Entries	5 fiscal years	General Accounting	5 fiscal years	Louella Edwards
Online Cash Reports	5 fiscal years	General Accounting	5 fiscal years	Louella Edwards
Misc Accounts Receivables & Reconciliations	N/A	General Accounting	7 fiscal years	Louella Edwards
June Final Levels	1 fiscal year/ or research exception **	General Accounting	7 fiscal years	Louella Edwards
Bankruptcies	N/A	General Counsel	7 fiscal years	Laurie Sallows
Physical Inventory Forms	N/A	General Accounting	7 fiscal years	Louella Edwards
Accruals and Deferrals	N/A	General Accounting	7 fiscal years	Louella Edwards
Forgeries	N/A	General Accounting	7 fiscal years	Louella Edwards
Cash Transfers Inputs	N/A	General Accounting	7 fiscal years	Louella Edwards
Budget Planning Books for Departmental Budgets	1 fiscal year/ or research exception **	General Accounting	Permanent	Louella Edwards
PRISM Account Files	N/A	General Accounting	Permanent	Louella Edwards
Property, Sales, and Amusement Tax Returns	N/A	Financial Information Administration	7 fiscal years	Patty Falvo
Fixed Assets (Plant)	N/A	Budget and Financial Reporting	7 fiscal years	Patty Falvo  or Judy Deleo
Disabled Entity 02, 03, 07, 09 Accounts	N/A	General Accounting	10 fiscal years	Louella Edwards
Disabled Entity 04 (Gift) Accounts	N/A	General Accounting	Permanent	Louella Edwards
Petty Cash Fund Reconciliations and Closed Accounts	N/A	General Accounting	7 fiscal years	Louella Edwards
Disabled IDC Accounts	N/A	General Accounting	7 fiscal years	Louella Edwards

INTERNAL AUDIT

Document Type	Department Retention (copies)	Central Storage Department	Central Retention *** (originals)	Questions or Additional Information
Accounting /Legal Work Audit Papers in Blue Books	N/A	Internal Audit	10 fiscal years after close of audit	Doreen Culley
Accounting/Legal Special Projects	N/A	Internal Audit	10 fiscal years after close of audit	Doreen Culley
Accounting/Legal Special Reviews	N/A	Internal Audit	10 fiscal years after close of audit	Doreen Culley
Accounting/Legal Misc. Departmental Files	N/A	Internal Audit	10 fiscal years after close of audit	Doreen Culley

 

OFFICE OF FINANCE

Document Type	Department Retention (copies)	Central Storage Department	Central Retention * (originals)	Questions or Additional Information
Bank Account Analysis Statements	N/A	Office of Finance	7 fiscal years	Mary Dehler
Endowment Files	Indefinite	Source Department and Office of Finance	Indefinite	Mary Dehler
Bond Documents	N/A	Office of Finance	Indefinite	Mary Dehler
Merchant Credit Card Transaction Receipts/Advice	18 months per PNC Merchant Services Agreement	Source Department	18 months, per PNC Merchant Services Agreement	Mary Dehler
Monthly Merchant Location Statements	3 fiscal years	Source Department	3 fiscal years	Mary Dehler

 

PAYMENT PROCESSING

Document Type	Department Retention (copies)	Central Storage Department	Central Retention (originals)	To obtain more information or order a copy use link below
1099 Forms	N/A	Payment Processing	7 fiscal years *	www.cfo.pitt.edu/payment/inquiries.html
Mellon/Citizens Bank Disc	N/A	Payment Processing	7 fiscal years *	www.cfo.pitt.edu/payment/inquiries.html
Supplier Forms	N/A	Financial Records Services	3 months, then send to Financial Record Services	www.cfo.pitt.edu/payment/inquiries.html
P-card Applications	N/A	Payment Processing	3 fiscal years after the close of the Pcard account	www.cfo.pitt.edu/payment/inquiries.html
P-card Acceptance Agreements	N/A	Payment Processing	3 fiscal years after the close of the Pcard account	www.cfo.pitt.edu/payment/inquiries.html
P-card Change Forms	N/A	Payment Processing	3 fiscal years after the close of the Pcard account	www.cfo.pitt.edu/payment/inquiries.html
P-card Statements	Minimum of 7 fiscal years. Exception for Research Account Purchases, retention is 7 years or the length of the grant +1 year **	N/A	7 fiscal years *	www.cfo.pitt.edu/payment/inquiries.html
Travel & Business Online Expense Reports	Originals - 7 fiscal years/or research exception **	N/A	N/A	www.cfo.pitt.edu/payment/inquiries.html

PURCHASING

Document Type	Department Retention  ** (copies)	Central Storage Department	Central Retention **** (originals)	To obtain more information or order a copy use link below
Purchase Orders	1 fiscal year	Purchasing Department	7 fiscal years from end of agreement	www.cfo.pitt.edu/purchasing/inquiries.html
Contracts	Not retained in department. Paper documents immediately sent to Central Storage	Purchasing Department	7 fiscal years from end of agreement	www.cfo.pitt.edu/purchasing/inquiries.html
Requests for Proposal (RFP)	Not retained in department. Paper documents immediately sent to Central Storage	Purchasing Department	7 fiscal years from end of agreement	www.cfo.pitt.edu/purchasing/inquiries.html
Requests for Quotation (RFQ)	Not retained in department. Paper documents immediately sent to Central Storage	Purchasing Department	7 fiscal years from end of agreement	www.cfo.pitt.edu/purchasing/inquiries.html
95-507s (Sucfoontracting Plans and Associated Documentation)	Not retained in department. Paper documents immediately sent to Central Storage	Purchasing Department	7 fiscal years from end of agreement	www.cfo.pitt.edu/purchasing/inquiries.html

RESEARCH ACCOUNTING

Document Type	Department Retention (copies)	Central Storage Department	Central Retention * (originals)	Questions or Additional Information
Sponsored Project Folders	N/A	Research Cost Accounting	7 fiscal years	Mark Stofko

TAX DEPARTMENT

Document Type	Department Retention (copies)	Central Storage Department	Central Retention (originals)	Questions or Additional Information
University Tax Documents	N/A	Tax Department	Records on file from 1998 - Present	Karen Holler
Staff/Faculty Early Retirement	N/A	Tax Department	3 years after Final Settlement	Karen Holler
Reference Materials	N/A	Tax Department	Indefinitely	Karen Holler

TUITION REPORTING DEPARTMENT

Document Type	Department Retention (copies)	Central Storage Department	Central Retention (originals)	Questions or Additional Information
Tuition Reconciliations	N/A	N/A	7 fiscal years	Bruce Saltsman
Housing Reconciliations	N/A	N/A	7 fiscal years	Bruce Saltsman

* To maintain accurate records in support of the University of Pittsburgh's tax return.  Donald S Skupsky (1991) Tax Year +06.

** On all purchases made to a research account to justify spending on a research grant and contracts and preserve historical information until grant or contract is closed or audit is conducted. Follow guidelines provided by funding agency.

***  Sarbanes Oxley requires public auditors to retain work papers for seven years from the date of their reports. Internal Audit prefers to retain their files for ten years to meet the internal audit cycle.

****  To maintain accurate legal records for the state of Pennsylvania.

For any record retention guidelines not found on this page, please refer to http://www.library.pitt.edu/libraries/archives/retention.pdf