University Records Retention Schedules

Accounting and Fiscal Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”

Advance Payments Listings


List $100 to $500 advance payments from new students.

Official Copy: Bursar's Office

Retention and Disposition: Retain until replaced, then destroy.

Other Copies: Admissions

DAN 79-11-23905 Rev. 3 (Accounting Fiscal Records)

Allotment Management and Budget Development


Records relating to the development of University budget proposals and the management of allotments. Includes, but is not limited to:

  • Allotment submittals;
  • Budget proposals/decision packages;
  • Legislative notes;
  • Supporting/backup documentation;
  • Related correspondence/communications.
Excludes strategic plans developed in accordance with RCW 43.88.090 and covered by Strategic Plans–Final (Unpublished) (DAN GS 10001).

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of biennium, then destroy. (Essential)

Other Copies: Any Department

DAN GS 01040 Rev. 1 (Accounting Fiscal Records)

Audit Reports


Report on financial status of Compton Union Building and the campus Associated Students of Washington State University. (WSU Auxiliary Services and external auditors conduct audits.) Excludes records covered by:

  • External Audits/Reviews of the University–Final Reports (DAN GS 04006), and
  • External Audits/Reviews of the University–Interactions (DAN GS 04009).
Official Copy: Compton Union Administration or Campus VC–Student Affairs

Retention and Disposition: Retain for 5 years after end of fiscal year, then destroy.

DAN 85-1-34887 Rev. 3 (Accounting Fiscal Records)

Banking–Accounts and Transactions


Records relating to the University's banking activities and documenting its banking transactions. Includes, but is not limited to:

  • Deposits and withdrawals (including Electronic Funds Transfers (EFT), International Money Transfers (IMT), Automated Clearing House (ACH), etc.).
  • Statements (bank, dividend, investment, etc.) and reconciliations.
  • Records documenting the status of and adjustments to accounts.
  • Checks and warrants issued by the University (if returned by bank).
  • Checks returned by the bank due to nonsufficient funds (NSF).
Excludes:

  • Deposited items covered by DAN GS 01068 (Banking–Deposited Items).
  • Master depository contracts covered by DAN GS 01050 (Contracts and Agreements–General).
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Any Department

DAN GS 01013 Rev. 1 (Accounting Fiscal Records)

Banking–Deposited Items


Negotiable instruments received by the University and deposited in the bank in a different format. Includes, but is not limited to:

  • Original paper checks/warrants imaged using Remote Deposit Capture (RDC) or Imaged Cash Letter (ICL), or returned by the bank after redemption;
  • Images of checks/warrants created in lieu of depositing the original item (such as Imaged Cash Letter (ICL)).
Excludes checks returned to University (due to insufficient funds) covered by Banking–Accounts and Transactions (DAN GS 01013).

Official Copy: Any Department

Retention and Disposition: Retain until deposit verified by bank, then destroy.

DAN GS 01068 Rev. 1 (Accounting Fiscal Records)

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. (Series to be removed from the retention schedule after June 30, 2027.)

Official Copy: General Accounting (microfiche)

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. (Legacy Record)

Other Copies: Any Department

DAN 11-12-63471 (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. (Series to be removed from the retention schedule after December 31, 2026.)

Official Copy: Controller (Microfiche)

Retention and Disposition: Retain for 6 years after superseded, then destroy. (Legacy Record)

Other Copies: General Accounting

DAN 16-06-68987 (Accounting Fiscal Records)

Consolidated Endowment Fund Quarterly Financial Reports


Report financial condition of consolidated endowment fund.

Official Copy: WSU Foundation

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Executive Vice President for Finance & Administration

DAN 75-2-9214 Rev. 2 (Accounting Fiscal Records)

Contracts and Agreements–General


Records relating to contract and agreements entered into by the University, where not covered by a more specific records series. Includes, but is not limited to:

  • Contracts/agreements (including amendments), such as:
    • Interagency, intra-agency, and intergovernmental agreements
    • Lease, escrow, and rental agreements
    • Lending agreements (facility, equipment, vehicle)
    • Liability waivers (hold harmless, insurance, etc.)
    • Loan Agreements (long-term debt, etc.)
    • Master depository contract (banking)
    • Personal service, client service, purchasing agreements
    • Purchase and sales agreements (non-capital asset purchases only)
    • Vendor bonds
    • Warranties
  • Records relating to contract monitoring and compliance;
  • Records relating to negotiations/renegotiations;
  • Related correspondence/communications.
For WSU purposes, may also include:
  • Visiting scholar files and copyright agreements
  • Authorizations for Direct Deposit of Funds
Excludes:

  • Bond project loan agreements covered by Tax-Exempt Bonds (DAN GS 01069);
  • Public records transfer agreements with State Archives covered by Destruction/Transfer of Records (DAN GS 11001).
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after termination or expiration of contract/agreement, then destroy. (Essential)

DAN GS 01050 Rev. 3 (Accounting Fiscal Records)

Contractual Delegation File


Copies of the letters of delegation of the Board of Regents' contractual authority to WSU employees. Used by auditors, vendors, lawyers, and the general public.

Official Copy: Executive VP for Finance & Administration

Retention and Disposition: Retain for 6 years after superseded, then destroy.

Other Copies: Asst. Attorney General's Office–WSU; HRS; Employee

DAN 86-12-38992 Rev. 4 (Accounting Fiscal Records)

Corrective Actions–Audits


Records relating to the actions taken by the University to address issues/findings raised in internal and external audits/reviews. Includes, but is not limited to:

  • Corrective action plans;
  • Certificates of completion;
  • Reporting of corrective action, plans, progress on corrective actions and certificates of completion to the Office of Financial Management in accordance with State Administrative and Accounting Manual (SAAM) Section 55.10;
  • Related correspondence/communications.
Excludes records covered by Corrective Actions–Audits (Development of Plans) (DAN GS 04008)

Official Copy: Internal Audit or any Department

Retention and Disposition: Retain for 6 years after matter resolved, then destroy.

Other Copies: Any Department

DAN GS 04007 (Accounting Fiscal Records)

Corrective Actions–Audits (Development of Plans)


Records relating to the development of corrective action plans to address issues/findings raised in internal and external audits/reviews. Includes, but is not limited to:

  • Preliminary drafts of corrective action plans
  • Working notes
  • Related correspondence/communications
For WSU purposes, this series excludes records covered by Advisories (DAN 04-06-60695; held by Internal Audit.

Official Copy: Internal Audit or any Department

Retention and Disposition: Retain until completion and acceptance of final plan, then destroy.

Other Copies: Any Department

DAN GS 04008 (Accounting Fiscal Records)

Donation and Fundraising Development Files


Provides a record of donation and fundraising development activities. May include donor and/or potential donor names and contact information, records of donation activity, refunds of donations, and other information regarding donors and potential donors.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then transfer to Archives for appraisal and selective retention. (Archival)

Other Copies: Any Department

DAN 91-04-47854 Rev. 1 (Accounting Fiscal Records)

Emergency and Short-Term Loans to Students


Provides a record of emergency loans made to students. Includes promissory notes, copies of deposits, payment records. Includes records for McEachern Fund, Robinson Fund, and other short-term and emergency loan funds.

Official Copy: Campus Student Affairs or Dean of Students

Retention and Disposition: Retain for 6 years after final payment, then destroy.

DAN 07-08-61556 Rev. 1 (Accounting Fiscal 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. (Series to be removed from the retention schedule after June 30, 2027.)

Official Copy: Controller

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. (Legacy Record)

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 11-12-63483 (Accounting Fiscal Records)

External Audits/Reviews of the University–Final Reports


Records relating to the final outcome of audits conducted by either the State Auditor's Office or other external organizations. Includes, but is not limited to:

  • Final reports of audits and examinations;
  • Management letters;
  • Exit items; and
  • Other documentation provided at the final exit conference.
Excludes records covered by:

  • Grants Received by State Agencies (DAN GS 23004);
  • Records of the State Auditor's Office.
Official Copy: Internal Audit

Retention and Disposition: Retain for 6 years after audit report date, then destroy.

Other Copies: President's Office

DAN GS 04006 Rev. 2 (Accounting Fiscal Records)

External Audits/Reviews of the University – Interactions


Records relating to the University's interactions with the external agency/organization conducting the audit/review of the University. Includes, but is not limited to:

  • Requests for information
  • Entrance documents
  • Status reports
  • Related correspondence/communications
Excludes records covered by External Audits/Reviews of the University–Final Reports (DAN GS 04006).

Official Copy: Internal Audit or any Department

Retention and Disposition: Retain until conclusion of audit, then destroy.

Other Copies: Any Department

DAN GS 04009 (Accounting Fiscal Records)

Financial Aid System Files


Provides a record of all student financial aid information, including awards (e.g., Pell grants) and information used in determining and tracking financial aid grants, e.g., work study, housing, income. Includes the Financial Aid Forms Needs Analysis (FAFNAR) database.

Official Copy: Office of Student Financial Aid

Retention and Disposition: Retain for 6 years after end of academic year, then destroy.

Other Copies: Bursar's Office (listing of unapplied aid)

DAN 99-03-59039 Rev. 3 (Accounting Fiscal Records)

Financial Disputes and Collections


Records relating to the University's financial disputes and attempts to collect funds where litigation has not commenced. Includes, but is not limited to:

  • Accounts receivable and payable
  • Checks/warrants returned due to non-sufficient funds (NSF)
  • Correspondence, notices, invoices/statements, account closure
  • Damage and loss claims (purchasing)
  • Warrant claims/refunds
  • Settlement documentation
Excludes records covered by Litigation Case Files–Routine (DAN GS 18004).

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after matter resolved, then destroy.

Other Copies: Any Department

DAN GS 01003 Rev. 1 (Accounting Fiscal Records)

Financial Transactions–General


Records documenting all resources received and expended by the University provided the receipts and expenditures are not for bond or grant projects. Includes, but is not limited to:

  • Accounts payable/receivable;
  • Purchase and sales (purchase/field orders, bills of sale, receipts, petty cash, cash books, remittance advices, vouchers, vendor rebates, fiscal purchasing/receiving documents, etc.);
  • Billing statements, billing summaries (registers/ledgers), adjustments to accounts (error corrections, overpayment refunds, conservation rebates, etc.), delinquent account lists;
  • Financial statements and reports (created/saved electronically or printed) required to be retained as evidence of the University's financial status at a specific point in time (such as reports that need to be approved/ signed or reports that cannot be regenerated at a later date);
  • Registers and journals (general and subsidiary) for all funds and functions;
  • Reconciliations;
  • Check/warrant registers.
Excludes financial transaction records covered by:

  • Grants Received by Agency (DAN GS 23004);
  • Tax-Exempt Bonds (DAN GS 01069).
Excludes financial reports that are able to be regenerated and which are covered by Secondary (Duplicate) Records (DAN GS 50005). 

For WSU purposes, includes: WSU receipts, WSU receipt authorizations, WSU receipt inventory control sheets, WSU receipt requests, etc.; and planning budget level records.

Note: Cash deposit reports (WSU 1223) and M&E tax exemption certificates (WSU 1432) are legacy records and must be retained for the stated retention period.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. (Includes Legacy Records)

Other Copies: Any Department

DAN GS 01001 Rev. 1 (Accounting Fiscal Records)

Financial Transactions–Sensitive Cardholder Data


Specific sensitive cardholder data elements obtained during electronic financial transactions where the University stores, processes or transmits cardholder data received via point of sale systems, phone, email, internet, paper, etc. Sensitive cardholder data elements include:

  • Primary Account Number (PAN) and credit card number, if different;
  • Sensitive Authentication Data (SAD) as defined by the Payment Card Industry Data Security Standard (PCI DSS). Includes full track data, IN/PIN blocks, and three or four-digit customer identification (CID) number printed on the front or back of payment card such as Card Identification Number (CIN), Card Verification Value (CVV), or Card Validation Code (CVC).
Excludes data elements other than PAN and SAD that are received by the University (such as transaction number, date, amount, etc.) which must be retained in accordance with Financial Transactions – General (DAN GS 01001) or other relevant records series.

Official Copy: Any Department

Retention and Disposition: Retain until completion of transaction, then destroy.

DAN GS 01070 (Accounting Fiscal Records)

Gift Transmittal and Acknowledgment Reference Files


Provides reference copies regarding the nature of gifts and their donor(s) routed from WSU units to WSU Foundation–Gift Accounting. May include reference copies of monetary and noncash gift transmittal and acknowledgment forms, golf tournament and auction monetary and noncash gift transmittal forms, and courier service process documentation. Copy of gift transmittal form is submitted to Controller when an in-kind gift.

Official Copy: None

Other Copies: Any Department; Controller (reference copies)

Other Copies Retention and Disposition: Retain for 1 month after submitted to WSU Foundation

DAN GS 50005 Rev. 1 (Accounting Fiscal Records)

Internal Audits/Consultations–Final Reports and Audit Working Papers


Final reports, audit working papers and other supporting documentation relating to the planning, methodology, conduct and conclusions of internal audits/consultations. Includes, but is not limited to:

  • Planning procedures and communications (such as engagement letters, memoranda of understanding, etc.)
  • Internal control reviews
  • Substantive tests and criteria used
  • Audit strategies and procedures performed
  • Audit evidence
  • Conclusions reached
  • Final reports
For WSU purposes, may include investigations of employee misconduct, fraud, waste, and abuse.

Official Copy: Internal Auditor; Any Department

Retention and Disposition: Retain for 6 years after conclusion of audit/ consultation, then destroy.

Other Copies: Any Department

DAN GS 04001 Rev. 1 (Accounting Fiscal Records)

Internal Control Risk Assessment Documentation


Provides a record of identification, review, and management of risks that potentially affect area and University assets and resources. This documentation includes checklists from departments and supporting spreadsheets, calculations, and/or documentation. Department and area records provide the data for the checklists submitted to Business Services–General Accounting.

Official Copy: Area Administrator and/or General Accounting

Retention and Disposition: Retain for 3 years after end of fiscal year, then destroy.

DAN 11-12-63513 Rev. 2 (Accounting Fiscal Records)

Investment Working Files


Provides a record of investment transactions.

Official Copy: Treasury Services

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Executive Vice President for Finance and Administration

DAN 83-5-31923 (Accounting Fiscal Records)

Letter of Credit Files


Provides a record of authorization and support to draw funds (letters of credit). May include instructions for drawing funds, requests for funds submitted, worksheets summarizing transactions, and quarterly reports.

Official Copy: General Accounting; Sponsored Programs Services

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Any Department

DAN 74-10-7042 Rev. 2 (Accounting Fiscal Records)

Petty Cash Records Documentation


Records activity of revolving imprest accounts used to make miscellaneous or emergency purchases.

Official Copy: Controller

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 11-12-63501 (Accounting Fiscal Records)

Request To Serve Food at Meetings and Training Sessions (WSU 1353)


Authorizes the use of University monies for the purchase of meals, coffee and light refreshments at meetings and formal training sessions that are official University business.

Official Copy: Controller

Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 1 year after end of fiscal year, then destroy.

DAN 11-12-63509 Rev. 1 (Accounting Fiscal Records)

Special Course Fee Request (WSU 1224)


Used to request establishment of special course fees to pay for goods and services not provided by state appropriated funds or general student fees.

Official Copy: University Receivables

Retention and Disposition: Retain for 2 years after fee termination, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 2 years after fee termination, then destroy.

DAN 11-12-63517 (Accounting Fiscal Records)

State Auditor's Office Whistleblower Investigative Reports, University Copy


University copies of State Auditor's Office reports of allegations of fraud or violations of state laws or regulations as a result of a Whistleblower complaint filed under chapter 42.40 RCW. Note: State Auditor's Office retains primary record copy.

Official Copy: Internal Audit

Retention and Disposition: Retain for 3 years after audit report date, then destroy.

Other Copies: President's Office

DAN GS 04004 Rev. 1 (Accounting Fiscal Records)

Tax Reporting/Returns–Federal, State, and Local Taxes


Returns and reports submitted for taxes paid to federal, state, and/or local government agencies (such as excise tax, etc.), where not covered by a more specific records series.

Excludes records covered by:

  • Internal Revenue Service (IRS) Forms—Payroll (DAN GS 03052, see Payroll Services department schedule);
  • Payroll Processing, Distribution, and Reporting (DAN GS 03033);
  • Vendor Payment Information (DAN GS 01066);
  • Department of Revenue’s records related to the collection of taxes.
Note: Retention based on 5-year requirement for tax records (RCW 82.32.070).

Official Copy: Any Department

Retention and Disposition: Retain for 5 years after filing, then destroy.

Other Copies: Any Department

DAN GS 01071 Rev. 1 (Accounting Fiscal Records)

Tax-Exempt Bonds


Records documenting all resources received and expended by the University for bond-funded projects.

Includes, but is not limited to:

  • Documents supporting purchase/acquisition/construction price and disposition/sales price;
  • Cancelled (voided) checks and credit card slips, project cost record, etc. (if capital asset constructed by University);
  • Project cost/expenditure tracking record (staff time, etc.);
  • Registers (numerical listing of checks/warrants, etc.);
  • Trust indenture, loan agreements, bond counsel opinions, etc.;
  • Transcripts of bond issuance documents.
Official Copy: Any Department

Retention and Disposition: Retain for 6 years after final bond payment, then destroy.

Other Copies: Any Department

DAN GS 01069 (Accounting Fiscal Records)