University of Oregon

EFFECTIVE FEBRUARY 3, 2016: The UO is transferring responsibility for records management oversight, policy, and training from the Libraries to the Office of the Vice President/General Counsel. While the transition is underway, UO offices may continue to submit records management questions though this form or via e-mail to spcarref@uoregon.edu. Library staff will consult with the Office of the General Counsel as needed to address your inquiry. We anticipate the transition to be completed by Summer 2016.

University Archives: Records Retention Schedule

Functional Sections: Fiscal-Cash Records

166-475-0045

This General Schedule is applicable to the Fiscal-Cash records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.

List of Series

1. Bank Advice Statement Records

Records document discrepancies (over or short) on bank deposits made by institutional cashiers. It is also a record of discount charges and rental charges by the bank for bank card use. Records consists of bank initiated advisories received by Business Affairs for adjustments to accounts because of bank or office clerical errors.

Record Copy: Business Affairs Cashiers
Retention: 4 years, destroy.

2. Cash/Deposit Match Records

Records document the equality or inequality of cash receipts versus bank deposits on a daily basis. Records consist of weekly reports that list the account numbers managed by the office with daily entries for cash receipts in each account and corresponding bank deposits in each account. The computer program flags those accounts where daily cash receipts do not equal bank deposits for that date and labels them “Out of Balance.”

Record Copy: Business Affairs Cashiers
Retention: 4 years, destroy

3. Cash Receipt Records

Records document transactions for cash received by the agency. Records may include cash register tapes or equivalent, copies of receipts, and batch sheets. Records include cash batch records, monthly cash reports and weekly cash summary reports.

Record Copy: Business Affairs Cashiers
Retention: 6 years, destroy.

4. Cash Records

Deposit Records-Departmental, Departmental Deposit Records Records document cash received or disbursed by an office. It also documents all money received and deposited to departmental accounts through the cashier’s daily bank deposits. Records may include but are not limited to departmental deposit slips; cash receipt slips; validation receipts; cash register tapes; bank deposit slips; check stubs; petty cash balance sheets; check registers; Cash by Account Number reports; check images: credit card receipts: and cash register reports.

Record Copy: Business Affairs Cashiers
Retention: 5 years, destroy.

Other Copies: Units
Retention: 2 years, destroy.

5. Cashier's Daily Summary Records

Records document and summarizes tellers’ daily activity. Information includes amounts processed for payments; amount of checks; activity to and from the vault; beginning and ending daily cash; deposits made by other units; and cash over/short amounts.

Record Copy: Business Affairs Cashiers
Retention: 4 years, destroy.

6. Credit Voucher Requisition Records

Records document funds released to students by the cashier division of Business Affairs as authorized by other units. Records include recipient signed receipts acknowledging receipt of funds from the Cashier; check stubs; and other documents.

Record Copy: Business Affairs Cashiers
Retention: 5 years, destroy.

Other Copies: Units
Retention: 2 years, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

7. Log Out Records

Hold in Safe Checks Records document checks processed by the office and given to another party. The record is generated for cashier’s window reference purposes. Records include photocopies of checks logged out to other departments; returned to sender; handed back to student; and co-payee GSL/SLS checks in which the total check was used to pay charges or change given to student.

Record Copy: Business Affairs Cashiers
Retention: 4 years, destroy.

8. Safekeeping Records

Institutional Scholarship Account Records Records document funds placed with Business Offices for safekeeping in trust and their disbursement to students or departments. Funds may be placed by associations, corporations, or parents on behalf of specified students or departments. Records may include disbursement instructions; copies or images of checks; and receipts.

Record Copy: Business Affairs Cashiers
Retention: 4 years, destroy.

9. Ticket Sales and Event Cash Reconciliation Records

Records document the printing, selling, distribution, and accounting of tickets for university-sponsored athletic, performing arts, and other events where tickets are sold for admission. A portion of athletic event receipts is shared with visiting teams. Records may include ticket stock orders; ticket type reports; ticket purchase manifest forms; box office balance sheets; ticket printing and control records; season ticket sales lists; receipts and orders for mail, phone, or in-person purchase of tickets; ticket sales summary sheets and reports; free ticket sign-up sheets; lists and reports of free tickets distributed to patrons, contributors, and others; deposit receipts; and related documentation and correspondence. Records pertaining to athletic events are kept in compliance with NCAA and state requirements.

Record Copy: Unit responsible for the event
Retention: 5 years, destroy.

Other Copies:
Retention: 2 years, destroy.

University of Oregon Libraries
1501 Kincaid Street Eugene, OR
97403-1299
T: (541) 346-3053
F: (541) 346-3485
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