TITLE / DESCRIPTION |
OFFICE RESPONSIBLE FOR RETENTION OF ORIGINAL |
RETENTION PERIOD |
STORAGE MEDIUM |
|---|
- Accounting Transaction Records
A/R Budget Transfer Receipts,
Budget Transfers (BTA's), Campus Organization Vouchers, Cash
Receipt
Adjustments, Cash
Reports, Correction Vouchers, Credit Memos, Debit Memos, Deposits Online (electronic
cash reports and credit memos), Funds Transactional
Transfers (FTT), Refund Vouchers, Revenue & Expense
Transfers (RET), Transfer Fund Balances (TFB), Vouchers [e.g., Tracking (purchasing generated),
Honorarium, Invoice, Payroll].
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
Selling department
Buying department
Purchasing department
Initiating and/or approving department |
10 Years
10 years
10 years
10 years
10 years |
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 travel 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 |
Accounting Office
Initiating and/or approving department, college, unit |
10 years
10 years |
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 |
5 years after termination |
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 |
