University Records Retention Schedules

Legacy Records

The records in this table are discontinued. The unit identified as official record holder is responsible for maintaining the records until the end of the stated retention period.


Budget Statement Used to communicate financial status of University accounts. Note: This records series is discontinued as of January 1, 2021. General Accounting and departments are responsible for maintaining Budget Statements until the end of the stated retention period. Official Copy: General Accounting (microfiche) Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. Other copies: Any Department Series to be removed from schedule after June 30, 2027. DAN 11-12-63471 (Accounting Fiscal Records)
Cash Deposit Reports (WSU 1223) Note: This record is discontinued as of January 1, 2021. Departments are responsible for maintaining Cash Deposit Reports until the end of the stated retention period. Official Copy: Any Department Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. Other copies: Any Department Series to be removed from schedule after June 30, 2027. Included under DAN GS 01001 Rev. 1 (Accounting Fiscal Records)
Code Book Provides a listing of all University account coding. (Retained in computer-generated microfiche.) Note: This records series is discontinued as of January 1, 2021. Controller is responsible for maintaining the existing Code Book until the end of the stated retention period. Official Copy: Controller (Microfiche) Retention and Disposition: Retain for 6 years after superseded, then destroy. Other copies: General Accounting Series to be removed from the retention schedule after December 31, 2026. DAN 16-06-68987 (Accounting Fiscal Records)
Expenditure Authority Delegation (WSU 1198) A form that delegates authority for approving various documents that obligate departmental funds. Note: This records series is discontinued as of January 1, 2021. Controller and departments are responsible for maintaining existing Expenditure Authority Delegation forms until the end of the stated retention period. Official Copy: Controller Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. (Essential) Series to be removed from the retention schedule after June 30, 2027. DAN 11-12-63413 Rev. 1 (Purchasing Records)
Expenditure Transfer Request (WSU 1048) Used by budget administrator and Principal Investigator to transfer identifiable direct charges between funding sources. Note: This records series is discontinued as of January 1, 2021. Controller and departments are responsible for maintaining existing Expenditure Transfer Request forms until the end of the stated retention period. Official Copy: Controller Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. Series to be removed from the retention schedule after June 30, 2027. DAN 11-12-63483 (Accounting Fiscal Records)
M&E Tax Exemption Certificates (WSU 1432) Note: This record is discontinued as of January 1, 2021. Departments are responsible for maintaining M&E Tax Exemption Certificates until the end of the stated retention period. Official Copy: Any Department Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. Other copies: Any Department Record to be removed from schedule after June 30, 2027. Included under DAN GS 01001 Rev. 1 (Accounting Fiscal Records)
Payroll Expenditure Audit Report Department personnel download payroll expenses indicating status of payroll records that will generate the next payroll. Allows department correction and Payroll follow up. Note: This records series is discontinued as of January 1, 2021. Payroll and departments are responsible for maintaining PEARS reports on legacy mainframe or tape until the end of the stated retention period. Official Copy: Payroll Retention and Disposition: Retain for 4 years after end of calendar year, then destroy. Series to be removed from the retention schedule after December 31, 2025. DAN 11-12-63570 (Payroll and Personnel Records)
Personnel Action (WSU 1097) Used to authorize personnel transactions and communicate employment status of appointed employees to Human Resource Services. Note: This records series is discontinued as of January 1, 2021. HRS, Payroll, Benefit Services, and departments are responsible for maintaining Personnel Action forms until the end of the stated retention period. Official Copy: HRS Retention and Disposition: Retain for 6 years after termination of employment, then destroy. Other Copies: Payroll; HRS Benefits; Any Department Other Copies Retention and Disposition: Payroll - Retain for 6 years after termination of employment, then destroy. HRS Benefits - Retain for 1 year after termination of employment, then destroy. Any Department - Retain until superseded or termination of employment, then destroy. Series to be removed from the retention schedule after December 31, 2080. DAN 11-12-63572 (Payroll and Personnel Records)
Time and Absence Reports–Legacy The following legacy forms must be retained for the stated retention period: Overtime Exempt Leave Report (WSU 1126) Time Report Overtime-Eligible Employees (WSU 1010) Leave Report for Excepted Classified Employees (WSU 1300) Request for Temporary Schedule Change (WSU 1439) Note: The employing department maintains the record copy of the legacy forms until termination of employment. At termination of employment the forms are sent to HRS for audit. Official Copy: Payroll (pay-affecting only); HRS; Any Department Retention and Disposition: Payroll - Retain for 6 years after termination of employment, then destroy. HRS - Retain for 5 years after audit, then destroy. Any Department - Retain legacy forms until termination of employment, then send to HRS for audit. Records to be removed from the retention schedule after December 31, 2080. Included under DAN 11-12-63560 Rev. 2 (Payroll and Personnel Records)
Travel Expense Voucher (WSU 1105) Note: The TEV (WSU 1005) is discontinued as of January 1, 2021. Finance and Administrative Information Systems (FAIS) is responsible for maintaining these existing forms until the end of the stated retention period. Official Copy: FAIS Retention and Disposition: Retain for 6 years after end of fiscal year in which travel was completed, then destroy. Other Copies: Any Department Record to be removed from the retention schedule after June 30, 2027. Included under DAN GS 07001 Rev. 2 (Travel Records)