Departmental Copy: Accounts Payable and Receivable Records

Series #: ACCT-001-02

Series Description:

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. 

Series Cutoff: Date of Creation

Retention Period: Retain for period of reference value only, not to exceed two (2) Years

Disposition Action: Securely Destroy or Delete

Approval Date: 2025-04-01

Notes and Citations:

Departmental deposit slips, bank statements, grant financial records, wire receipt backups, and non-ARBI accounting records are considered the official copy of record and must be retained for ten (10) years.  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 2025-03-27