| Description of Record | Year of Record | Dept. Action Required | Official Copy of Record | Auth # |
| |
| Departmental Accounting Records: Originals kept in Accounting Office |
|
‡ Accounts Receivable Receipts (ARRs), Cash Receipt Reports (CRRs), University Invoices, and Supporting Documentation
|
08/09 & Prior
|
Destroy
|
Accounting
|
00-020
|
|
Bookstore Requisitions, Internal Order Forms, Printing Services Work Authorizations, Quick Copy Work Orders, Stores Requisitions
|
08/09 & Prior
|
Destroy
|
Accounting
|
00-020
|
|
‡ Correcting Entries (CE), Internal Service Entries (ISE), Journal Entries (JE), Payroll Correcting Entries (PCE), Transfers (TRE), and Supporting Documentation
|
08/09 & Prior
|
Destroy
|
Accounting
|
00-020
|
|
‡ Vouchers: Non-PO Vouchers, Petty Cash, Request for ACH Deposits, Travel Expense Vouchers, Vendor Invoices, W-9s, and all other Vouchers and Supporting Documentation
|
08/09 & Prior
|
Destroy
|
Accounting
|
00-020
|
| Departmental Accounting Records: Originals kept in each department |
|
‡ Accounting Support Records
|
2006 & Prior
|
Destroy
|
Each Dept.
|
00-020
|
|
‡ Accounts Receivable Invoice Supporting Records
(Non ARBI Invoices)
|
00/01 & Prior
|
Destroy
|
Each Dept.
|
00-020
|
|
Audit Reports: (Department Copies)
|
|
Audits conducted by External Auditing
|
2006 & Prior
|
Transfer to Campus Archives
|
|
00-013
|
|
Audits conducted by Internal Auditing
|
2009 & Prior
|
Destroy
|
Each Dept.
|
00-013
|
|
‡ Bank Records
|
00/01 & Prior
|
Destroy
|
Each Dept.
|
00-020
|
|
Budget Preparation Files (Work Sheets, Request for Change, Allocation Letters, etc.)
|
2006 & Prior
|
Destroy
|
Each Dept.
|
00-013
|
|
Cash Register Tapes and Envelopes
|
08/09 & Prior
|
Destroy
|
Each Dept.
|
00-020
|
|
Conference or Course Fiscal Records (Grant Funded)
|
05/06 & Prior
|
Destroy
|
Each Dept.
|
00-019
|
|
Conference or Course Fiscal Records (Internal or Full Fee)
|
08/09 & Prior
|
Destroy
|
Each Dept.
|
00-019
|
|
‡ (HIPAA) Health Insurance Portability and Accountability Act Subject Payment Records
|
|
Retain indefinitely in secure location
|
Each Dept.
|
00-020
|
|
Recharge Rate Support Records
|
05/06 & Prior
|
Destroy
|
Each Dept.
|
00-020
|
|
‡ Supporting Documents for Departmental Feeder Transmission to General Ledger
|
05/06 & Prior
|
Destroy
|
Each Dept.
|
00-020
|
|
Tickets to University Functions
|
09/10 & Prior
|
Destroy
|
Each Dept. Selling Tickets
|
00-011
|
| Payroll Records |
|
Bi-weekly and Monthly Rosters, Expense Distribution, etc.
|
08/09 & Prior
|
Destroy
|
Payroll
|
00-016
|
|
Report of Absence Forms
|
2006 & Prior
|
Destroy
|
Each Dept.
|
00-016
|
|
Time Sheets, Time Cards (non-grant)
|
2006 & Prior
|
Destroy
|
Each Dept.
|
00-016
|
| Purchasing Records |
|
Capital Equipment, Inventory List
|
08/09 & Prior
|
Destroy
|
Purchasing
|
90-01
|
|
Department Order Forms (UM 359)
|
08/09 & Prior
|
Destroy
|
Each Dept.
|
90-01
|
|
Department Order Log for orders less than $1000 (UM358)
|
05/06 & Prior
|
Destroy
|
Each Dept.
|
90-01
|
|
PROCARD/UNICARD Credit Card Receipts and Related Documents
|
05/06 & Prior
|
Destroy
|
Each Dept.
|
90-01
|
|
Purchase Requisitions, Purchase Orders, Stores Requisitions
|
08/09 & Prior
|
Destroy
|
Purchasing
|
90-01
|
|
Surplus Property Received from State of Missouri
|
2008 & Prior
|
Destroy
|
|
90-01
|
|
Surplus Property Received from U. S. Government
|
2006 & Prior
|
Retain for five (5) years after title has been transferred to the University or after property has been returned to the federal government or otherwise disposed of, then destroy.
|
|
90-01
|
