University Records Retention Schedules
Purchasing Records
| Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.” |
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Banquet Permit AuthorizationRequests University approval to apply for a Banquet Permit. Official Copy: Any Department Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy. Other Copies: Purchasing Services; Compton Union Administration Other Copies Retention and Disposition:
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Bids and Proposals–SuccessfulRecords relating to bids and proposals made by other parties to provide the University with goods, services, revenue or other benefits, which are accepted by the University. Includes, but is not limited to:
Retention and Disposition: Retain for 6 years after completion of purchase or fulfillment of contract, then destroy. Other Copies: Any Department DAN GS 06004 Rev. 1 (Purchasing Records) |
Bids and Proposals–UnsuccessfulRecords relating to bids and proposals to provide the University with goods, services, revenue or other benefits, which are not accepted by the University. Includes bid proposals, evaluation documents, statements of qualification, applications (rental/lease), etc. Also includes records relating to contract/agreement negotiations which do not result in an executed contract/agreement. If the University decides not to proceed with a purchase or agreement, records also include:
Retention and Disposition: Retain for 3 years after bid award or decision not to proceed, then destroy. Other Copies: Any Department DAN GS 06007 Rev. 2 (Purchasing Records) |
Credit Card Administration Files–Card IssuedProvides program administrative documentation related to credit card issuance, account maintenance, and compliance. University credit cards include procurement cards, fuel credit cards, and Central Travel Accounts. At a minimum, each file includes application, cardholder agreement, and photocopy of card. Depending on the age and usage of the card, file may also include roles and responsibilities forms, account maintenance requests, documentation of exceptions granted, documentation of policy violations, and correspondence with the cardholder, card reconciler, and/or approving official. Note: These are internal administrative documents and not the record of the contract between the University and the issuing bank. Official Copy: Accounts Payable; Travel Services Retention and Disposition: Retain for 6 years after termination of agreement, then destroy. Other Copies: Any Department DAN 03-07-60531 Rev. 1 (Purchasing Records) |
Credit Card Application–Denied or Not IssuedProvides a record of a request for issuance of a University credit card used to purchase items from outside vendors when the card was denied or not issued. University credit cards include procurement cards, fuel credit cards, and Central Travel Accounts. Official Copy: Any Department Retention and Disposition: Retain until denial, then destroy. DAN 03-07-60532 Rev. 1 (Purchasing Records) |
Discretionary (FN057) Account Exception JustificationsProvides a record of approved exceptions to University guidelines for discretionary (FN057) accounts. Official Copy: Any Department Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. DAN 11-12-63412 Rev. 1 (Purchasing 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. (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. (Essential; Legacy Record) Other Copies: Any Department Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy. (Legacy Record) DAN 11-12-63413 Rev. 1 (Purchasing Records) |
Interdepartmental Requisition and Invoice (WSU 1017)Provides a record of approval for interdepartmental purchasing transactions. Official Copy: Supplier Department 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 11-12-63416 (Purchasing Records) |
Purchase AuthorityAuthority for a state agency to accomplish its own purchases. May be state form GEN-PUR-007 or similar agency-specific form. Official Copy: Controller Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy. (Essential) Other Copies: Any Department Other Copies Retention and Disposition: Retain for 2 years after administrative purpose served, then destroy. DAN GS 06002 (Purchasing Records) |
Purchasing RequisitionRequest from departments to WSU Purchasing for purchases outside the institution. Official Copy: Purchasing Services 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 2 years after end of fiscal year, then destroy. DAN 11-12-63410 Rev. 1 (Purchasing Records) |
Supply and Equipment RequestsInternal WSU documents used to request the purchase of supplies and equipment. Official Copy: Any Department Retention and Disposition: Retain for 30 days after date of receipt, then destroy. DAN GS 06001 (Purchasing Records) |
Telecommunications Service RequestsProvides a record of online requests to move, change, disconnect, or add new telecommunications services, including telephone, voicemail, and Ethernet. Official Copy: Information Technology Services 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 1 year after request approved or denied, then destroy. DAN 11-12-63428 (Purchasing Records) |