Official Copy: Accounts Payable, Receivable and Fiscal Records - AP and ARBI Systems Including PeopleSoft Records

Series #: ACCT-001-10

Series Description:

This retention applies to the automated system(s) database(s) which provide a record of financial transactions that document the receipt and disbursement of University funds necessary to conduct University business. These records include the documents and images that support the reason for the charges/transactions in PeopleSoft or the financial system of record.  Examples include, but are not limited to:  Accounts Receivable Receipts (ARRs), Account and Asset Reconciliations, Accounting Support Records, AP History Records, Asset Management Records, Bank Statements and Reconciliations, Cash Receipt Reports (CRRs), Check Copy CD’s, Check Registers, Correspondence, Correspondence for Uncollected Accounts and Write-offs, Deposit Slips, Journal Entry into Web Application Systems, Grant Related Financial Records (see notes), HIPAA Subject Payment Records, Images attached to Invoices in the System of Record (PeopleSoft), Invoices (University), Non-PO Vouchers, Other Miscellaneous Accounting Support Records including images and attachments, Patient Billing and Invoice Records, Petty Cash Purchase Vouchers, Procurement Card Records, Purchase Order (PO) Vouchers, Purchase Orders Received from Vendors, Requests for ACH Deposits, Travel Expense Vouchers, Vendor Invoices, W-9s, and Wire Receipt Back-Ups.

Series Cutoff: Date of Creation

Retention Period: 10 Fiscal Years

Disposition Action: Securely Destroy or Delete

Approval Date: 2025-04-01

Notes and Citations:

These records may include paper, microfilm or electronic records.  At this time, PeopleSoft records are not able to be removed and may be stored longer than required until system capability allows deletion of expired records.  Images and attachments that are able to be deleted in either PeopleSoft or other systems can be deleted at the end of the required retention period.  In addition, GRANT FINANCIAL RECORDS must be retained for 10 years or the end of any period specified by terms or conditions of the award, whichever is longer. 

Reviewed 2025-04-07