Accounting/Financial Records
Annual Budget Publications/Books, Published Financial Statements and State Appropriations
These records are the official appropriation requests and budget books for each campus/system prepared by campus financial groups or by the University System Financial Office. These are the official documents that indicate where funds were distributed and include final budget reports, supplemental schedules and operating statements. These records may also include the reports that document the allocation of State Appropriations.
Chartfield Records for Financial Software
These records provide documentation regarding the nature/purpose of the various financial chartfields including, but not limited to, Funds, DeptIDs, Programs (gifts), and Projects (grants, construction).
Department and Division Budget Records
These records document the budget activities of University divisions and departments. The records include, but are not limited to, correspondence related to budget, policies, procedures, directives, worksheets and spreadsheets, reports, requests for budget and budget changes, approvals, etc.
Departmental Copy: Accounts Payable and Receivable Records
These are the departmental copies of accounts payable and receivable records. These records document the various accounting and fiscal transactions that document the receipt and disbursement of University funds necessary to conduct University business. Examples include, but are not limited to: Accounts Receivable Receipts (ARRs), Account and Asset Reconciliations, Accounting Support Records, AP History Records, Asset Management Records, Cash Receipt Reports (CRRs), Check Copy CD’s, Check Registers, Correspondence, Correspondence for Uncollected Accounts and Write-offs, General Ledger/Journal Entry into Web Application Systems, HIPAA Subject Payment Records, Invoices (University), Non-PO Vouchers and Other Miscellaneous Accounting Support Records, including images and attachments.
See ACCT-001-10 and ACCT-002-10 for additional requirements for Bank Statements and Reconciliations, Deposit Slips, Grant Related Financial Records, Wire Transfers, and Non-ARBI Invoices.
Departmental Copy: Accounts Receivable Invoice Supporting Records for Non-ARBI Invoices
These records are created for accounts receivable transactions generated outside of PeopleSoft and are the OFFICIAL RECORD documentation of charges and billing process for goods and/or services rendered to non-University customers. These records include, but are not limited to, "determination of fees" documentation, work orders or service requests, field orders or invoice vouchers, logs of goods/services provided, receipts, billing statements, uncollected receivables, and write-offs.
Departmental Feeder File Transmitted to General Ledger
Within the University of Missouri there are many entities that maintain separate databases to comply with management and business requirements. These databases may be a third-party vendor system or an in-house system using a file/database structure such as Access, Ellucian, E-builder, Dbase, etc. Information stored in these databases is often the source of internal charges or movement of funds between university chartfields. The electronic transfer of data from one of these external computer systems to the PeopleSoft General Ledger (PS G/L) is called a feed. A feed may also result from information provided by a third party, such as a bank, where source information is stored outside the University. Feeds are also created within the department when a large number of entries are necessary and manual entry is prohibitive. These departmental feeds are the official copy of record.
Departmental Payroll and Time Sheet Records
These records consist of the departmental submission of payroll and time sheets to accounting for payment. These are department copies and not the official records copy.
Departmental Procurement Card Records
Procurement card records consist of, but are not limited to, credit card receipts, shipping documents, invoices, bills of lading, etc. received by departments using the procurement credit card for purchases.
Departmental Recharge Rate Support Records
Certain departments such as Division of Information Technology (DoIT), Bookstore, Records Center, Campus Facilities, Physical Plant, etc., charge user departments for their services or goods at a rate intended to reflect total cost of operating these activities. Rates charged for these services take into account various operating expenditures such as labor, utilities, space, insurance, supplies, depreciation, service contracts, and administrative overhead. Rates are periodically adjusted as these operating costs change. Documentation supporting the rate charged must be retained to satisfy administrative, audit, and governmental requirements.
DRAFT - Bid Files and Requests for Proposal - Accepted
Files of accepted bids and Requests for Proposal (RFPs), including specifications. These include regular and sealed bids. The official records are stored in PeopleSoft.
DRAFT - Bid Files and Requests for Proposal - Rejected
Records of rejected bids and requests for proposal (RFPs), including specifications.
DRAFT - Grant Files: Awarded
These files consist of applications, proposals, grant data forms, International Review Board (IRB) and other approvals, letters of award, fiscal award summaries, budget create and account create documents, University request for contribution of facilities and administrative costs, subcontractor commitment, scope of work and budget, PeopleSoft signature routing sheet, letter of award, and other records of a similar nature. See Final Report Summaries at __________ regarding the final transfer to Campus Archives
Fiscal Reports and Data
These University reports include, but are not limited to, such records as the Annual Financial Report and Supplemental Schedules, General Ledger Data, Auxiliary Enterprise Operating Statements, Fiscal Operations Report, and published/printed Appropriation Request and Budget Books, etc.
Official Copy: Accounts Payable, Receivable and Fiscal Records - AP and ARBI Systems Including PeopleSoft Records
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.
Official Copy: General Ledger Balance by Account Summaries
General ledger balance information by account summaries should be retained for high level reporting and budget comparisons. This information will be used for administrative purposes and will not include image details.
Official Copy: Payroll Records
These records consist of the Payroll Financial Controls, which include control totals by pay cycle for the entire University System and the Payroll History Files (Bridge Table), which are the earnings records for each employee.
State Sales Tax Remission File - System Accounting Office
These files document the calculation and monthly remission of sales tax to the State Department of Revenue by the University. They consist of, but are not limited to: 1) Sales Tax Reports (data processing printouts) showing account number, net receipts, and portion of account revenue which is subject to sales tax, if any (officially retained by System Accounting in hard copy and on microfilm), 2) Worksheets, and 3) Department of Revenue Sales Tax Return Forms, indicating gross receipts for month, amount of revenue subject to tax, amount of tax, and amount remitted.