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RM Home > Records Retention Schedules: Overview > General Schedules >

Financial Records

Accounts Payable Records
Accounts Receivable Records
Budget Working Papers
Football Ticket Allotment Records
Official Budget
Procard Reconciliation Envelopes
Travel and Expense Reports

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Accounts Payable Records       Effective 12/2009, Last Modified 8/2011
Records documenting an office’s routine purchases and other non-salary expenditures.  Examples include purchase orders, requisitions, journal vouchers, invoices, receipts, payment authorizations, checks, bills, and other related documentation. This schedule pertains only to Accounts Payable Records that are submitted to the Controller's Group. Other Accounts Payable Records should be retained in accordance with office-specific records retention schedules.

ACCOUNTS PAYABLE RECORDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Controller’s Group

7 years

Destroy

Unofficial Copies

Any Office

Up to 3 years

Destroy


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Accounts Receivable Records       Effective 12/2009, Last Modified 8/2011
Records documenting an office’s routine billing and collection activities.  Examples include journal vouchers, invoices, payment forms, receipts, checks, deposit slips, and other related documentation. This schedule pertains only to Accounts Receivable Records that are submitted to the Controller's Group. Other Accounts Payable Records should be retained in accordance with office-specific records retention schedules.

ACCOUNTS RECEIVABLE RECORDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Controller’s Group

7 years

Destroy

Unofficial Copies

Any Office

Up to 3 years

Destroy


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Budget Working Papers       Effective 12/2009
Documentation used while preparing the annual budget.  These records may include worksheets, calculations, correspondence, forms, and other related documents.

BUDGET WORKING PAPERS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office of Budget and Planning

See office-specific records retention schedule for Office of Budget and Planning

Unofficial Copies

Any Office

Up to 3 years

Destroy


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Football Ticket Allotment Records       Effective 9/2011
Records pertaining to allotment and distribution of football tickets (and parking passes), including ticketholder names, seat locations, and payment information. Participating University administrators are required to submit distribution trackers, reconciliation forms, deadwood tickets, and season ticket summaries to Audit and Advisory Services.

FOOTBALL TICKET ALLOTMENT RECORDS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Audit and Advisory Services

7 years

Destroy

Unofficial Copies

Any Office

Up to 3 years

Destroy

Note:   
Additional Football Allotment policies and procedures can be found on Audit and Advisory Services' website. Please contact Audit and Advisory Services for additional guidance.

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Official Budget       Effective 12/2009, Last Modified 4/2010
The official, signed budgets for each campus department.

OFFICIAL BUDGET

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Office of Budget and Planning

See office-specific records retention schedule for Office of Budget and Planning

Unofficial Copies

Any Office

Up to 5 years

Destroy

Note:   
This schedule refers to a signed paper document that is no longer produced in the budget development process. Since circa 2005 for most campus departments, official budgets reside in the University's Banner system. Offices may print reference copies from Banner and are advised to destroy such copies within 5 years.

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Procard Reconciliation Envelopes       Effective 12/2009, Last Modified 8/2011
The Procard is a University credit card held by employees who are authorized to make routine purchases for their department. Envelopes include signed reconciliation statements and supporting documentation such as sales receipts, order confirmations, packing slips, etc.

PROCARD RECONCILIATION ENVELOPES

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

All Procard Holders

4 years

Destroy

Unofficial Copies

Not Applicable

Not Applicable

Not Applicable

Note:   
Additional Procard policies and procedures can be found on the Controller’s Group website.  Please contact the Controller’s Group for additional guidance.

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Travel and Expense Reports       Effective 12/2009, Last Modified 8/2011
Forms submitted by University employees for reimbursement of expenses incurred while traveling for business purposes. Attachments may include receipts, credit card statements, authorization for travel, etc.

TRAVEL AND EXPENSE REPORTS

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Controller's Group

7 years

Destroy

Unofficial Copies

Any Office

Up to 3 years

Destroy


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This page was last updated August 28, 2013