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-Payables/Receivables records

166-475-0050

This General Schedule is applicable to the Fiscal-Payables/Receivables 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. Accounts Aging Records

Records document a cumulative listing by accounts receivable number of all receivables on the Accounts Receivable master file in the Banner Student Information System. For each receivable, the amounts that are not yet due, currently due, and overdue are indicated by fiscal year. Records consist of account listings sorted numerically by customer showing balances. Listings are generated at the end of the fiscal year and at other times upon request.

Record Copy: Business Affairs Accounts Receivable
Retention: (a) 10 years for year-end listing, destroy; (b) 4 years for other listings, destroy.

2. Accounts Payable Records

Invoice Payable Records Records document a department’s expenditures and purchases. The series may also be used to research, evaluate, and monitor prior transactions and/or track the budget. Records may include but are not limited to departmental purchase orders; contract release orders; balance sheets; bills; invoices; invoice vouchers; journal voucher/entry forms; price quotes; State of Oregon “B” Purchase Orders; departmental requisitions; justifications of purchases; payment authorizations; reports of receipt of goods or services; and related documentation and correspondence.

Record Copy: Units
Retention: Retention: 6 years, destroy.

Other Copies: Units
Retention: 2 years, destroy.

3. Accounts Receivable Records

Billing Records, Charges Records, Invoice Records, Sales Records, Journal Vouchers Records document a record of billings and collections for the office and units/programs which report to the office. It is also used to provide a record of customers owing monies and to reconcile the account. Records may include but are not limited to Account Edit sheets; classified advertisement forms; credit card payment forms; invoices; journal vouchers; receipts; returned checks: and related documentation and correspondence.

Record Copy: Business Affairs
Retention: 6 years after collected or deemed uncollectable, destroy.

Other Copies: Units
Retention: 2 years, destroy.

4. Accounts Receivable Subsidiary Records

Student Accounts Records Records document history of charges and payments recorded for each customer on the Banner Student Information System. Records consist of customer lists sorted by account number with charges and payments recorded for each customer in chronological sequence.

Record Copy: Business Affairs Accounts Receivable
Retention: 6 years, destroy.

5. Accounts Receivable Write-off Records

Records document debts of Accounts Receivables written off with the approval of the Institution’s business office. Records include accounts receivable invoices; write-off worksheets; and due diligence documents.

Record Copy: Business Affairs Collections
Retention: 6 years after write-off, destroy.

6. Canceled Checks

Records document redeemed checks written on university accounts. Information on each check may include check number, date, amount, endorsement, account number, validation data, and related documentation.

Record Copy: Business Affairs Accounts Payable
Retention: 6 years, destroy.

7. Check Conversion Records

Records document checks received from customers that are electronically deposited after being imaged and converted to an Automated Clearing House (ACH) transaction or Image Replacement Document (IRD).

Record Copy: Business Affairs
Retention: (a) Retain original paper instrument 120 days, destroy (b) Retain ACH transaction or IRD 6 years, destroy.

8. Check Stubs

Records documents the issuance of checks for payment in exchange for goods and services including payroll. Records include check stubs.

Record Copy: Business Affairs Accounts Payable
Retention: 6 years, destroy.

9. Collection Records

Records document the office’s efforts to collect unpaid accounts. Records include collection letters; notices; letters of transmittal; and bankruptcy records.

Record Copy: Business Affairs Collections
Retention: 6 years after account is paid in full or written off, 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.

10. Credit Card Administration Records

Records documents administration of credit cards issued to institutional staff and units. Records may include applications; master monthly billing statements; individual card holders’ statements; billing summaries; reports including vendor analysis by code; number of charges and stores; use summaries; related correspondence.

Record Copy: Purchasing and Contracting Services
Retention: (a) 6 years after card expiration for applications, destroy; (b) 6 years for all other records, 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.

11. Credit and Debit Receipts Records

Records document credit or debit card receipt documenting payment received by agency. Records include customer’s name and account information.

Record Copy: Colleges, Schools, Units
Retention: Retain 36 months after transaction, 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.

12. Moving Expenses Records

Records document new employees’ moving and travel expenses paid by the institution. Records may include but are not limited to requests for approval-travel and moving reimbursement of new employee forms; purchase orders; travel reimbursement requests; vendor invoices; and receipts.

Record Copy: Colleges, Schools, Units
Retention: 6 years, destroy.

Other Copies:
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.

13. Refund/Disbursements Request Records

Meeting Registration Records, Disbursement Request Records Records document requests and disbursements made for overpayment and refunds. Records include accounting data for refunds from parking violation fines paid and successfully appealed; tuition and fee refunds when courses are dropped; refunds for event tickets, loan overpayments, change-of-residence, and canceled courses; a log of refunds and requests for reissue of lost checks.

Record Copy: Business Affairs Accounts Receivable
Retention: 6 years, destroy.

Other Copies: Ticket Offices, 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.

14. Registration Fee Records

Records document the payment of registration fees, which are considered travel expenses. Records may include but are not limited to completed registration forms; journal vouchers; invoices; purchase orders; and wire transfer forms.

Record Copy: Business Affairs Accounts Payable
Retention: 6 years, destroy.

Other Copies: Units
Retention: 2 years, destroy.

15. Revolving Charge Agreements Records

Records document a student’s agreement with the provisions of the accounts receivable revolving account and his/her intent to attend the institution. Records include agreement forms signed by each student.

Record Copy: Business Affairs Collections
Retention: 3 years after last enrollment and account paid in full, destroy.

16. Travel Records

Records document requests for and approval of travel by employees of the institution or the agency; to monitor travel expenditures; for planning purposes; to document changes in dates of travel, changes in the name of the traveler, changes in itinerary, or changes in funding sources within an out-of-state travel authorization; and to document approval for vehicle rental. Records may include but are not limited to out-of-state travel authorization forms, travel itineraries, travel advance forms, travel reimbursement requests (employee and non-employee), receipts, approval memos, vehicle mileage reporting records, memos in place of itemized receipt, affidavits of lost receipt memos, authorizing signatures, airfare documentation and related documentation and correspondence.

Record Copy: Business Affairs Accounts Payable
Retention: 6 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.

17. Unclaimed Property Report Records

Records document annual reports submitted to the Department of State Lands of financial assets being held for a person or entity that cannot be found. Series includes Holder Report, owner information, correspondence and other related documents. Note: Unclaimed property is not real estate, abandoned personal property, or lost and found items.

Record Copy: 
Retention: 3 years after the property is remitted to the Department of State Lands.

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