Accounting and Fiscal Records
These are the various accounting and fiscal records of the University of Missouri that record its business functions on all campuses. In most instances, these records originate in the various departments and are processed through the various Campus Accounting Offices.
The department copies of these records, for the most part, are duplicate copies with the official copy of record at System or Campus Accounting Offices. (In a few instances, however, the department copies are the only record available and are considered the Copy of Record.)
This authorization does not apply to System or Campus Accounting offices records.
ITEM NO.
1. ACCOUNTS PAYABLE RECORDS
Various accounting and fiscal records that document the disbursement of University funds necessary to conduct University business functions. These records include, but not limited to, such records as Journal Entries (includes Correcting Entries and Payroll Correcting Entries), Non-PO Vouchers, Vender Invoices, Internal Service Entries (ISE's), and PeopleSoft Summaries/Detail Transactions (if printed).
Authorized Retention:
A. Non-Grant: Retain for a period of reference value only, not to exceed two (2) years, then destroy.
B. Grant Related: Retain for five (5) years after end of grant, then destroy.
NOTE: If a federal audit has been completed for a portion of the grant, fiscal records covered by the audit only need to be retained for three (3) years after the completion of the audit.
See Records Retention Authorization 00-021 for additional grant records retention requirements.
Reviewed 2019-08-05