All-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.

Record Series Title—Function/PurposeLocation
(*Official Copy)		Retention and Disposition Action
Disposition Authority No.Date to be Removed from Schedule
Budget Statement
(See Accounting / Fiscal Records)

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.)		General Accounting*
(microfiche)		Retain for 6 years after end of fiscal year,
then destroy.		11-12-63471
 June 30, 2027
Department
(secondary copy)		Retain until admin. purpose served,
then destroy.		 
Cash Deposit Reports (WSU 1223)
(See Accounting / Fiscal Records)

Included in Financial Transactions - General record series.		Department*Retain for 6 years after date of document,
then destroy.		Included under
GS01001
Rev. 1		December 31, 2026
Department
(secondary copy)		Retain until admin. purpose served,
then destroy.
Code Book
(See Accounting / Fiscal Records)

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.)		Business Services-Controller*Retain for 6 years after superseded,
then destroy.		16-06-68987December 31, 2026
Business Services-General Accounting
(secondary copy)		Retain until admin. purpose served,
then destroy.
Expenditure Authority Delegation (WSU 1198)
(See Purchasing Records)

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. (Series to be removed from the retention schedule after June 30, 2027.) 		Controller*Retain for 6 years after end of fiscal year,
then destroy.		11-12-63413June 30, 2027
Department
(secondary copy)		Retain for 2 years after end of fiscal year,
then destroy.
Expenditure Transfer Request (WSU 1048)
(See Accounting / Fiscal Records)

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.)  
Controller*Retain for 6 years after end of fiscal year,
then destroy.		11-12-63483June 30, 2027
Department
(secondary copy)		Retain for 2 years after end of fiscal year,
then destroy.
M&E Tax Exemption Certificates (WSU 1432)
(See Accounting / Fiscal Records)

Included in Financial Transactions - General record series.
Department*Retain for 6 years after date of document,
then destroy.		Included under
GS 01001
Rev. 1		December 31, 2026
Department
(secondary copy)		Retain until admin. purpose served,
then destroy.
Payroll Expenditure Audit Report
(See Payroll / Personnel Records)

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. (Series to be removed from the retention schedule after December 31, 2025.) 		Payroll*
(maintained on mainframe or tape)		Retain for 4 years after
end of calendar year,
then destroy.		11-12-63570December 31, 2025
Department
(secondary copy)		Retain for 2 years after end of fiscal year,
then destroy.
Personnel Action (WSU 1097)
(See Payroll / Personnel Records)

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. (Series to be removed from the retention schedule after December 31, 2080.) 		Human Resource Services*Retain for 6 years after
termination of employment,
then destroy.		11-12-63572December 31, 2080
Payroll
(secondary copy)		Retain for 6 years after
termination of employment,
then destroy.
Benefit Services
(secondary copy)		Retain for 1 year after
termination of employment,
then destroy.
Department
(secondary copy)		Retain until superseded or termination of employment,
then destroy.
Position Action/Position Review Request forms (WSU 1162)
(See Payroll / Personnel Records)

Included in Position History record series.		Human Resource Services*
or
Department*		Retain until no longer needed for University business,
then destroy.		Included under
GS 03010
Rev. 1
Time and Absence Reports - Legacy
(See Payroll / Personnel Records)

Included in Time and Absence Reports record series.

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.
Payroll*
(pay-affecting only)		Retain for 6 years after
termination of employment, then destroy.		Included under
11-12-63560
Rev. 2		December 31, 2080
Human Resource Services*Retain for 5 years after audit,
then destroy.
Department*Retain legacy forms until termination of employment, then send to HRS for audit.
Travel Advance (WSU 1109)
(See Travel Records)

Included in Travel record series.

Note: The TA (WSU 1109) is discontinued as of January 1, 2021. Departments are responsible for maintaining these existing forms until the end of the stated retention period.		Department*
(official record)		Retain for 6 years after end of fiscal year in which travel was completed,
then destroy.		Included under
GS 07001
Rev. 2		June 30, 2027
Department
(secondary copy)		Retain until administrative purpose served,
then destroy.
Travel Expense Voucher (1105)
(See Travel Records)

Included in Travel record series.

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.		FAIS*
Retain for 6 years after end of fiscal year in which travel was completed,
then destroy.		Included under
GS 07001
Rev. 2		June 30, 2027
Department
(secondary copy)		Retain until administrative purpose served,
then destroy.