All-University Records Retention Schedules
Purchasing Records
| Record Series Title—Function/Purpose | Location (*Official Copy) | Retention and Disposition Action | Disposition Authority No. | Remarks |
|---|---|---|---|---|
| Banquet Permit Authorization Requests University approval to apply for a Banquet Permit. | Accounts Payable* | Retain for 2 years after end of fiscal year, then destroy. | 11-12-63404 | |
| Banquet Permit Authorization (Purchasing; Department secondary copy) | Purchasing; Department (secondary copies) | Retain for 2 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63404 | |
| Banquet Permit Authorization (CUB Admin. secondary copy) | Compton Union Admin. (secondary copy) | Retain until end of fiscal year, then destroy. | Secondary copy under 11-12-63404 | |
| Bids and Proposals -- Successful Records 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:
| AVP Finance* or Department* | Retain for 6 years after completion of purchase or fulfillment of contract, then destroy. | GS 06004 Rev. 1 | |
| Bids and Proposals -- Successful (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 06004 Rev. 1 | |
| Bids and Proposals -- Unsuccessful Records 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. If agency decides not to proceed with a purchase or agreement, records also include:
| Purchasing Svcs* or Department* | Retain for 3 years after bid award or cancellation date, then destroy. | GS 06007 Rev. 1 | |
| Bids and Proposals -- Unsuccessful (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under GS 06007 Rev. 1 | |
| Credit Card Administration Files–Card Issued Provides 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. | Accounts Payable* or Travel Services* | Retain for 6 years after termination of agreement, then destroy. | 03-07-60531 revision 1 | |
| Credit Card Administration Files–Card Issued (secondary copy) | Department (reference copy) | Retain until admin. purpose served, then destroy. | Secondary copy under 03-07-60531 revision 1 | |
| Credit Card Application–Denied or Not Issued Provides 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. | Department* | Retain until denial, then destroy. | 03-07-60532 revision 1 | |
| Discretionary (FN057) Account Exception Justifications Provides a record of approved exceptions to University guidelines for discretionary (FN057) accounts. | Department* | Retain for 6 years after end of fiscal year, then destroy. | 11-12-63412 Rev. 1 | |
| 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.) | Controller* | Retain for 6 years after end of fiscal year, then destroy. | 11-12-63413 Rev. 1 | Legacy Record Essential |
| Expenditure Authority Delegation (WSU 1198) (secondary copy) | Department (secondary copy) | Retain for 2 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63413 Rev. 1 | |
| Interdepartmental Requisition and Invoice (WSU 1017) Provides a record of approval for interdepartmental purchasing transactions. | Supplier Department* | Retain for 6 years after end of fiscal year, then destroy. | 11-12-63416 | |
| Interdepartmental Requisition and Invoice (WSU 1017) (secondary copy) | Department (secondary copy) | Retain for 2 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63416 | |
| Purchase Authority Authority for a state agency to accomplish its own purchases. May be state form GEN-PUR-007 or similar agency-specific form. | Controller* | Retain for 6 years after end of fiscal year, then destroy. | GS 06002 | Essential |
| Purchase Authority (secondary copy) | Department (secondary copy) | Retain for 2 years after admin. purpose served, then destroy. | Secondary copy under GS 06002 | |
| Purchasing Requisition Request from departments to WSU Purchasing for purchases outside the institution. | Purchasing* | Retain for 2 years after end of fiscal year, then destroy. | 11-12-63410 Rev. 1 | |
| Purchasing Requisition (secondary copy) | Department (secondary copy) | Retain for 2 years after end of fiscal year, then destroy. | Secondary copy under 11-12-63410 Rev. 1 | |
| Supply and Equipment Requests Internal WSU documents used to request the purchase of supplies and equipment. | Department* | Retain for 30 days after date of receipt, then destroy. | GS 06001 | |
| Telecommunications Service Requests Provides a record of online requests to move, change, disconnect, or add new telecommunications services, including telephone, voicemail, and Ethernet. | Information Technology Services* (digital media) | Retain for 6 years after end of fiscal year, then destroy. | 11-12-63428 | |
| Telecommunications Service Requests (secondary copy) | Department (secondary copy) | Retain for 1 year after request approved or denied, then destroy. | Secondary copy under 11-12-63428 |