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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, 2014

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 (Subcontracting Plans and Associated Documentation)
1 fiscal year / or research exception **
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 
1 fiscal year / or research exception **
Purchasing Department 
7 fiscal years from end of the agreement
www.cfo.pitt.edu/purchasing/inquiries.html
Paper Disbursements
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@cfo.pitt.edu 
Contract & Payment Requests processed through Specialty Forms
Originals - 7 fiscal years /or research exception **
N/A
N/A
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)
1 fiscal year / or research exception **
Purchasing Department 
7 fiscal years from end of the agreement
www.cfo.pitt.edu/purchasing/inquiries.html
Requests for Quotation (RFQ)
1 fiscal year / or research exception **
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


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 

 

 

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 and payment requests processed through Specialty Forms
Originals - 7 fiscal years /or research exception **
N/A
N/A
records@cfo.pitt.edu 
Contracts 
Originals - 7 fiscal years /or research exception **
Purchasing Department 
7 fiscal years from end of agreement
www.cfo.pitt.edu/purchasing/inquiries.html
Requests for Proposal (RFP)
Originals - 7 fiscal years /or research exception **
Purchasing Department 
7 fiscal years from end of agreement
www.cfo.pitt.edu/purchasing/inquiries.html
Requests for Quotation (RFQ)
Originals - 7 fiscal years /or research exception **
Purchasing Department 
7 fiscal years from end of agreement
www.cfo.pitt.edu/purchasing/inquiries.html
95-507s (Subcontracting Plans and Associated Documentation)
Originals - 7 fiscal years /or research exception **
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