documentretentiontable

ISU CONTROLLER'S DEPARTMENT

DOCUMENT RETENTION SCHEDULE (Revised 1/11/05)

If you have questions, call Keith Schmidt at 294-5124.

TITLE / DESCRIPTION	OFFICE RESPONSIBLE FOR RETENTION OF ORIGINAL	RETENTION PERIOD	APPROPRIATE MEDIA
Accounting Transfer Documents (e.g., Budget Transfers, Correction Vouchers, Cash Receipt Adjustments, Revenue & Expense Transfers, Transfer Fund Balance, Funds Transactional Transfer, A/R Budget Transfer Receipts)	Accounting Office	5 Years	Microfilmed through 6/30/01, Imaged in AccessPlus from 7/1/01. (Correction Vouchers and Cash Receipt Adjustments - Paper)
Bank Reconciliation Work Papers	Accounting Office	Previous and current fiscal years as long as no open disputes	Paper
Bond Resolution, Accompanying issuance documents and arbitrage rebate files	Controller/Financial Reporting	6 Years after retirement of bond and all parity bonds	Paper
Bond Audit Reports	Controller/Financial Reporting	6 Years after retirement of bond and all parity bonds	Paper
Capital Leases and Other Long Term Debt	Controller/Financial Reporting	5 Years after final payment	Paper
Cash Reports and Credit Memos (Cash Reports were replaced with the Deposits Online system in AccessPlus as of 10/1/02.)	Accounting Office	5 Years	Microfilmed through 6/30/01, Imaged in AccessPlus from 7/1/01.
Check Registers	Accounting Office	5 Years	Microfilm
Departmental Statements Monthly Annual	Accounting Office Accounting Office	Until Annual Received 10 Years	Microfiche Microfiche
EASE Reports	Accounting Office	7 Years	Microfilm
Employee's Wage-Hour Reports	Accounting Office	5 Years	Paper
Financial Report Work Pages	Controller's Office	5 Years except supply inventories only 2 Years	Paper
Flat Runs by Fund Account Number (Monthly)	Accounting Office	Previous and current fiscal year	Paper
Indirect Cost Work Papers	Controller/Financial Reporting	Current negotiated plus pending	Paper
IRS Form 1099 Lists, Corrections, etc.	Accounting Office	5 Years	Microfiche or Paper
IRS Form 990T Return and Work Papers	Controller and Accounting Office	5 Years	Paper
Payroll Records IRS Forms W-2 and 1042 IRS Form W-4 Form 111 and 111A (Personnel Action Sheets) Processed through 6/30/97 Processed 7/1/97 or after Quarterly Reports	Payroll Payroll Payroll Payroll Payroll	Retain permanently Retain permanently Retain permanently Retain permanently Retain permanently	Microfilm Microfilm Microfilm ADP file or microfilm if paper instead of electronic Microfilm
Performance Evaluations Merit Employees P&S Employees	Evaluator Evaluator	5 Years after separation 5 Years after separation	Paper Paper
Project Statements Monthly Annual	Financial Reporting Financial Reporting	Until annual rec'd. 10 Years	Microfiche Microfiche
Resumes for Advertised Job Vacancies	Department with Vacancy	3 Years	Paper
Sales and Excise Tax Returns and Work Papers	Accounting Office	5 Years	Paper
Sponsored Program Award Files	Sponsored Programs Accounting	5 Years after award termination	Paper
Sponsored Program Contract Statements	Sponsored Programs Accounting	5 Years	Microfiche
Sponsored Program Cost Share Awards	Sponsored Programs Accounting	5 Years	Microfiche
Travel Requisitions for Purchase of Airline Tickets, Railroad Tickets, etc. via charges to University American Express accounts. (No paper copies need to be saved. Since 3/1/99 air tickets have been ordered through ADIN, which is automatically saved. The ADIN version of this system is being replaced by the Web Travel System, which also eliminates the need to keep paper copies of the Air Ticket Requisitions.)	Accounting Office	5 Years	Paper
Vouchers [e.g., Tracking (Purchasing-generated), Honoraria, Invoice, Payroll, Travel, Debit Memos, Refund] (Intramurals retained by selling department, effective 7/1/97) (The Web Travel System eliminates the need to keep paper copies of travel reimbursements. However, original receipts must be retained on site by the department for five years, with the Event # marked on the receipts. If you prefer, you can print a copy of the Daily Expense Detail browse for that Event # to attach receipts.)	Accounting Office	5 Years	Microfilm