Accounting Office / Accounts Payable

Revised 6/1/08

If you have questions, call Bill Cahill at 294-5124.

TITLE / DESCRIPTION

OFFICE RESPONSIBLE FOR RETENTION OF ORIGINAL

RETENTION PERIOD

STORAGE MEDIUM

Accounting Transaction Records

Bank Deposits and Transfers
Credit Memos
Debit Memos
Deposits Online
Corrections
Cash Receipt Adjustments
Correction Vouchers
Intramural Transfer of Charges
Transfers
A/R Budget Transfers (ART)
Adjusting Journal Entry (AJE)
Budget Transfer Alloc. (BTA)
Budget Transfer Receipt (BTR)
Funds Transactional Tr (FTT)
Revenue & Expense Tr (RET)
Transfer Fund Balance (TFB)
Transfer (TFR)
Vouchers
Ames Lab Vouchers
Campus Org Vouchers
Honorarium or Exp Vouchers
ISU Vouchers
Library Vouchers
Refund Vouchers
Tracking Vouchers

Intramurals
For selling departments
includes transaction detail
and documents/data
to support charges

For buying departments
includes justification to
support charges

P-Card
Purchasing card transaction
database

Receipts and support
documentation


Accounting Office




Accounting Office




Accounting Office










Accounting Office











Selling department



Buying department



Purchasing department

Initiating and/or approving department


10 Years




10 Years




10 Years










10 Years











10 years




10 years




10 years


10 years


Various, including microfilm, electronic data storage and paper

Various, including microfilm, electronic data storage and paper

Various, including microfilm, electronic data storage and paper







Various, including microfilm, electronic data storage and paper








Paper or approved electronic data storage


Paper or approved electronic data storage


Electronic data storage

Paper or approved electronic data storage
Travel Reimbursements

Airline tickets, railroad tickets, etc.,
via contracted ISU travel agencies



Ames Lab employee travel expense vouchers

Employee Travel Expense Voucher (TEV) - For ISU employees prior to web-based travel reimbursement system

Web-based employee reimbursement - See web-based Employee Reimbursement below

Travel reimbursement to non-employees (see Accounting Transactional Documentation-Honorarium Voucher)


Accounting Office




Accounting Office


Accounting Office








Accounting Office


10 years




10 years


10 years








10 years


Various, including microfilm, electronic data storage and paper

Same as above


Same as above








Same as above
Web-Based Employee Reimbursements

Reimbursements to employees -
Web-based transaction database

Reimbursements to employees - Receipts and other support documentation (through 6/30/09)


Reimbursements to employees - Receipts and other support documentation (from 7/1/09 forward)



Accounting Office


Initiating and/or approving department, college, unit

Initiating and/or approving department, college, unit



10 years


10 years




1 year, as the PDF of the original is attached in the Employee Reimbursement System



Electronic data storage

Paper or approved electronic data storage


Paper or approved electronic data storage
Departmental Statements

Monthly


Annual


Accounting Office


Accounting Office


Until annual received

10 years


Microfiche


Microfiche
EASE Reports (Employee Activity Summary of Effort)

Accounting Office

10 years

Paper and microfilm

Equipment Inventory Records

Inactive records


Equipment Inventory Office


10 years after disposition


Electronic data storage
Flat Runs by Fund Account
Number


Monthly



June 30 Year-end



Sponsored Programs Accounting

Sponsored Programs Accounting



Until 6/30 year-end received

10 years



Paper



Paper
IRS Form 1099 Lists, Corrections, etc. Accounting Office 5 Years Microfiche, paper
and electronic data storage
Payroll Records

Employees' Wage-Hour Reports



IRS Forms W-2, 941 and 1042


IRS Form W-4


Form 111 and 111A Personnel Action Sheets

Electronic Personnel Actions (EPA)


Vacation / Sick Leave Summary Reports

Vacation / Sick Leave supporting documentation (requests and approvals)


Employing department


Payroll


Payroll


Payroll


Payroll


Payroll


Employing department


10 years



Retain permanently

Retain permanently

Retain permanently

Retain permanently

Retain permanently

5 years


Paper or approved electronic data storage

Microfilm and paper


Microfilm


Microfilm or
electronic data

Electronic data storage

Microfiche


Paper or approved electronic data storage
Project Statements

Monthly



Annual


Financial Accounting & Reporting

Financial Accounting & Reporting


Until annual received


10 Years


Microfiche



Microfiche
Sponsored Programs Award
Files (and related non-technical reports)
Sponsored Programs Accounting All files from the beginning of the award must be retained until 5 years after the award end date. (For long-term awards this can be much longer than the usual 10-year requirement.)

Example:

Account Ends 6-30-10

Account Deleted 6-30-11

Retain Documents through 6-30-16
Paper
Sponsored Programs Financial Reports Sponsored Programs Accounting 10 years

Microfiche

Sponsored Programs Cash Management Reports (272's,
cash drawdowns, etc.)
Sponsored Programs Accounting 10 years Paper