Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.
Purchasing Records
Description
Documents payment claims made as part of the unit’s programs and functions, including University-paid and University-reimbursed travel expenses
Also documents history of the relations between units and individual vendors or service providers
Confidential Information Present
Information covered by non-disclosure agreements may be present in vendor relation records
Office of Record
Procurement and Distribution Services
Travel Services
Units using PCards (See also Controller's Office Retention Schedule)
Other Offices
Convenience copies maintained by other units should be destroyed by shredding or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.
Purchasing Records: Keep 5 years after fiscal year, then destroy.
Invoices (paid)
Account reconciliation documentation
Accounts Payable vendor reports
Demurrage system reports (detail of charges)
IKON cost-per-copy reports
Purchase orders
Purchase requisitions
PCard receipts
Requisition/PO number cross reference report
Travel Records: Keep 4 years after fiscal year, then destroy.
Travel receipts
Travel statements
Travel payment requests
Related correspondence and email
Vendor Relations Records: Keep 6 years after fiscal year, then destroy.
Profiles and histories
Certificate of liability insurance
Supplier information forms
W-9 forms
Non-disclosure agreements
Related correspondence and email
Notes
This schedule does not apply to grant-related records.
