Financial Related Record Schedules

These are the PDF’s for the schedules in the table below. Click on the link to print the schedule, otherwise search the table below for the appropriate record series using key words. Please contact the University Records Officer with any questions regarding retention schedules.  

2015 DOA Budget and Related Records [pdf] General Policies and Procedures, Biennial Budget Development and Implementation, Operating Budget Development – Implementation, Other Budget and Control Related Record Series. (Global Level in Versatile)

2012 UWSA Fiscal and Accounting Records 11-2016 [pdf] Fiscal Administration Records, Internal Control Records, Payments and receipts from all sources EXCEPT Capital Improvement Projects and State Building Commissions Projects, State Banking and Cash Management – Related Records, Collection Related Records, General Ledger Transactions, Capital Asset Inventory Equipment Inventories. (Global Level in Versatile)

UW-Madison Purchasing Related Records [pdf] Purchasing Receiving, Inventory, Order Fulfillment, General Warehouse, Surplus, Purchasing Services, Purchase Cards.  (Company Level in Versatile)

UW-Madison Gift Funding Records [pdf] This Schedule covers the following record series for management of University of Wisconsin records created during the routing of gift funds processed between the UW- Madison Gift Fund Accounts and the UW-Foundation to maintain proper audit documentation.  (Company Level in Versatile)

2012 Research and BOR Sponsored Gift and Grant Contract Funds  [pdf]

The table below is searchable by term.  Type the word in the search box and hit enter.

Financial and Related Records

This table contains records related to Finance, Budget and Purchasing and financial records for Gift Funding and BOR Financial Grant Contracts. For Grants see Research Related Records.
From Records ScheduleRecord Series # (RDA#/GRS#)Records TitleRecords DescriptionRecord Retention / Disposition
UWSA Fiscal and Accounting and Related RecordsUWFA100Administrative Policies and Procedures Records include all written policies, procedures, and related documentation pertaining to fiscal matters. These may be issued by the University of Wisconsin System or by individual institutions.Retention:
EVT+4 years
EVENT=Date Superseded

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA101ManualsRecords include all fiscal and accounting-related manuals. These may be issued by the University of Wisconsin System or by individual institutions. Retention:
EVT+3 years
EVENT=Date Superseded

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA102Routine Internal Status and Activity ReportsRecords include internal statistical and narrative reports on routine fiscal and accounting operations, including weekly, monthly, and quarterly reports for operations, management analysis, and planning. Retention:
EVT+0 years
EVENT= When No Longer Needed.

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA103Year-End Reports (GAAP)Reports and all supporting documentation. Also included in this series are tax-related reports (1098-T listing/logs, W-2's, 1999's, etc.) and the Academic Fee Income Report (AFIR)Retention:
EVT+6 years
EVENT=Fiscal Year of Creation

Disposition: Destroy Confidential
UWSA Fiscal and Accounting and Related RecordsUWFA104Annual Financial ReportThis series may include, at the discretion of individual campuses, supporting documentations (otherwise covered in UWFA105 that will be retained permanently together with the Annual Financial ReportsRetention:
Retain Permanently in Office of Origin

Disposition: Permanent
UWSA Fiscal and Accounting and Related RecordsUWFA105Non-Routine Financial Reports and StudiesRecords include reports and studies created for fiscal, accounting, and administrative review and analysis, including equity and escrow reports, fringe benefit studies, facility usage reports, cost comparison studies, and other special reports and studies. Also included are fiscal management subject and correspondence files used to support general fiscal management. Retention:
EVT+4 years
EVENT=Fiscal Year

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA106Audit Documentation: Regularly-Occurring Audit CyclesRecords include all documentation related to regularly occurring audit, including reports, agency/office responses, and findings. Regular audits include A-133 and CAFR audits. Retention:
EVT+3 years
EVENT=Date of Issuance of Final Audit Report.

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA107Audit Documentation: Irregular-Occurring Audit CyclesRecords include all documentation relating to infrequent audit, including reports, agency/Office responses, and findings.Retention:
EVT+10 years
EVENT=Date of Next Audit Cycle or 10 Years

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA108Reconciliation Work PapersRecords include intermediate fiscal records of receipts and disbursements used to reconcile accounts. These may include spreadsheets, proof sheets, abstract of receipts, and disbursements or claims.Retention:
EVT+4 years
EVENT= Fiscal Year

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA109Authorization for Access/FormsRecords include applications, authorizations, cardholder agreements, and related forms used to establish accounts. Authorizations may related to, but are not limited to, SFS, Purchasing Cards or p-cards, Corporate (travel) cards, and WISDM.Retention:
EVT+4 years
EVENT=Fiscal Year in Which the Account was Activated.

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA110Credit Cards Receipts and / or Deposit Transactions Records include credit card receipts and other documentation associated with credit card transactions. For electronic transactions, these records include encrypted data containing credit card numbers and related information. Retention:
EVT+3 years
EVENT=Date of Transactions unless a longer retention is required by contract or law.

Disposition: Destroy Confidential
UWSA Fiscal and Accounting and Related RecordsUWFA111Payment Card Industry Compliance (PCI)PCI compliance means that a merchant accepting credit or debit cards is operating in a way that protects the confidential information (card number, expiration date, name of cardholder and security code) from being released to anyone other than the acquirer of the transactions going into the credit card processing network. The standards are set by the PCI Standards Council established by the major card brands. This record series pertains to the PCI operator Training forms and corresponding PCI Compliance Logs. Retention:
CR+3 years
CR=Creation Year

Disposition: Destroy Confidential
UWSA Fiscal and Accounting and Related RecordsUWFA200Internal Control Policies and ProceduresRecords include policies and procedures governing internal control, and related documentation that explains internal control policies and procedures, including but not limited to: memos, bulletins, and manuals. Retention:
EVT+3 years
EVENT= Date on which the Policy Directive is Withdrawn, Revised, or Superseded

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA201Internal Management Review and Routine Oversight Control Files, Reports and Actions FilesRecords include all documentation relating to routine internal management review and oversight of operations.Retention:
EVT+3 years
EVENT=Date of Completed Report

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA202Internal Audit Control Files, Reports, Action Files and FindingsRecords include all documentation relating to internal audits of controls and findings.Retention:
EVT+10 years
EVENT=Date of Next Audit Cycle or 10 Years

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA203Internal Control Reference FilesRecords include all reference files used to support internal control programs.Retention:
EVT+0 years
EVENT=Date of Super-session of File

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA300Expenditures: Accounts Payable RecordsRecords include all supporting records relating to the purchases of goods or services. These records may include, but are not limited to, vouchers (both regular and student vendors), invoices, travel expense reports and attached receipts, Payment-To Individual (PIR) Reports, Academic Support Service Agreements (ASSA), enterainment contract, Inter-Institutional Agreements, Financial Aid Disbursements, and purchase orders. or P-cardsRetention:
EVT+6 years
EVENT=Fiscal Year or creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA301Receipts: Accounts Receivable RecordsRecords include all supporting documentation related to the receipt of funds, which may include but are not limited to: deposit forms, remittance forms and any documentation that supports student charges/bills, including, but not limited to: uploads of charges (batch), housing/food plan contracts, manual charges, special fees, etc. Also included in this series are records relating to deposits, as well as invoices to third parties, and financial aid return forms and documentation. Although this General Schedule applies generally to non-student related records, be advised that is does include correspondence and documentation relating to student payment, such as remittances, receipts, and third party settlements. Retention:
EVT+6 years
EVENT=Fiscal Year or creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA400Paid/Cancelled ChecksRecords include both paper checks and those imaged into CD-ROM. CD-ROMs are provided by the state's working bank.Retention:
EVT+6 years
EVENT=Fiscal Year or creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA401Voided ChecksVoided checks resulting from printing errors.Retention:
EVT+6 years
EVENT=Fiscal Year or creation

Disposition: Destroy Confidential
UWSA Fiscal and Accounting and Related RecordsUWFA402Stop Payment / Voided / Cancelled Check RecordsRecords include request for stop payment and related correspondence and reports. These requests include ZBA, Agency, and Contingent Fund accounts.Retention:
EVT+6 years
EVENT=Fiscal Year or creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA403Bank Statements: All AccountsRecords include all statement and supporting documentation for reconciliations. Also incldued are bank analysis reports and all documentation relating to signature authority for checks. Retention:
EVT+6 years
EVENT=Fiscal Year or creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA404Signature Cards: AuthroizationRecords include all documentation relating to requests for signature authority checks.Retention:
EVT+6 years
EVENT=Fiscal Year or creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA405General Obligations Bond RecordsRecords include all supporting documentation for principal and interest payments, including correspondence and reports. Retention:
EVT+50 years
EVENT=Date the Bond Matures or is Called

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA500Collection Case FilesRecords include documentation of collections efforts: correspondence, reports, "dunning" letters, payment agreements, relevant reports to/form the agency and the amount of debt defaulted or written off an uncollectable. Also included is all correspondence to/from outside collection agencies. Although this General Schedule applies to non-student related records, be advised that this series includes all correspondence and documentation relating to delinquent student accounts. These records can include ,but are not limited to, payment plans, deferments, student letters, e-mail correspondence,
pre-collect processes, book vouchers, and temporary loans. Note that student collection records and data are integrated with the Student Info System/Peoplesoft client server, and that a number of these records may exist in electronic format.
Retention:
EVT+7 years
EVENT=Date that the Account is Due

Disposition: Destroy Confidential
UWSA Fiscal and Accounting and Related RecordsUWFA600Journal EntriesRecords include all supporting documentation for journal uploads or entries into the Shared Financial System General Ledger. These may include, but are not limited to, internal transfers (charge backs), payment transfers, revenue transfers, budget transfers, and budget entries for projects. Also included is documentation supporting the allocation of purchasing card expenditures, as well as supporting documentation for project budgets. Retention:
EVT+6 Years
EVENT=Fiscal Year or creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA700Capital Accounting Projects: Federal Construction Funds Records include documentation of acquistions, capital assests, depreciation schedules, fixed assets, material transfer files, mortgage ledgers, facility/plant ledgers, property detail reports, property inventory reports, and reports on property sold.Retention:
EVT+30 years
EVENT=Date of Issuance

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA701Capital Accounting Projects: Non-Federal Construction Funds Records include all documentation supporting construction fund projects, including acquisitions, capital assets, depreciation schedule, fixed assets, material transfer files, mortgage ledgers, facility/plant ledgers, property detail reports, property inventory reports, and reports on property sold. Retention:
EVT+4 years
EVENT=Fiscal Year of creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA702Capital Accounting Projects BudgetsRecords include budget-related records (allotments) for construction fund projects. Retention:
EVT+4 years
EVENT=Fiscal Year of creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA800Capital and Non-Capital Equipment InventoriesRecords include running inventories of capital equipment such as motor vehicles, audio-visual equipment, computers, printing and mailing equipment, production copies, tools lab equipment, furniture, etc. that describe each piece of property, denote its locations, and provide totals of each type of institution - or equipment owned by the University of Wisconsin System institutions. Also included are the same types of inventories for non-capitol equipment such as office supplies, computers, commodities, parts, and materials. Retention:
EVT+4 years
EVENT=Fiscal Year of creation

Disposition: Destroy
UWSA Fiscal and Accounting and Related RecordsUWFA801Surplus Property Disposition RecordsRecords include documentation that identifies surplus property and tracks its disposition. Included are requests for disposal of property and the proposed method of disposition. Records may also include acquisition information and depreciation schedules. Retention:
EVT+4 years
EVENT=Date of Disposition of Property

Disposition: Destroy
DOA Budget and Related RecordsBUD00001Policies and Procedures Related to BudgetingEstablished policies and high-level procedures associated with budget functions (both bi-annual and annual operating budgets) issued by the State Budget Office and Agency Center Budget Office.
Governor’s instructions to state agency heads and State Budget Office instructions/guidance to agencies. Also includes agency instructions to divisions related
to preparation of
operating budgets.
Legislative Fiscal
Bureau policies and procedures are reference materials and non-records to state agencies.
Note: Procedures under this RDA have typically gone through a vetting process and are intended to support the agency’s policies in a direct manner. This RDA does not necessarily include worker instructions which may be viewed as task-specific directions used to ensure compliance with policies and procedures.
Retention:
EVT+7
EVENT=The Date the Policy or Procedure is Superseded or made Obsolete

Disposition: Destroy
DOA Budget and Related RecordsBUD00002Budget Director FileThese documents pertain to the Budget Director’s records including memoranda, reports, directives, etc. documenting all activities of the State Budget Office and/or Agency Central Budget Office. This series also includes the correspondence files and annual reports within the Director’s possession.
The Budget Director File is the main file within the State Budget Office and in state agencies in which many official materials are maintained. It represents the location of the bulk of the policy documents and further information pertaining to the Biennial Budget process.
Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Transfer to UW-Madison Archives
DOA Budget and Related RecordsBUD00004Program Revenue Supplements and Positions Records include requests under
s. 16.515, Wisconsin Statutes, for supplements to existing program revenue and certain appropriations and requests under s. 16.505(2) for program revenue requests.
This series also contains agency requests and justifications, as well as the analysis of Department of Administration budget analysts, along with recommendations.
Retention:
FIS+6
FIS=Fiscal Year

Disposition: Transfer to UW-Madison Archives
DOA Budget and Related RecordsBUD00006Budget Documents/ DevelopmentsRecords include budget papers used in the preparation of the biennial budget documents under s. 16.46, Wisconsin Statutes.
Records also include:
o final agency requests (forms or their equivalents)
o justifications/ analyses
o policy papers (from them Department of Administration and
the Legislative Fiscal Bureau)
o statutory language proposal drafted by the Legislative Reference Bureau
o related
correspondence
o requests for information and final agency responses for policy clarifications and/or
o requests for information to and from agency staff and/SBO and
LFB analysts

See Division Biennial Requests for those Decision Items (DINs) that were requested but did not make it into the final agency biennial budget submittal.

May include comments from public hearings if Governor does these hearings as part of the biennial budget development. Also includes agency head presentation to Joint Finance Committee on the agency budget request. Intent is for this category to have policy-related documents and not
the actual numbers which are maintained in other record series.
Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Destroy
DOA Budget and Related RecordsBUD00010Position Listing (B-1's)The purpose of this record series is to provide detailed position reports that do the full salary funding calculation under standard budget adjustments.
Records also include position by position listing of all authorized permanent and project positions on PMIS, the position number and classification of each position, the b-2 numeric appropriation under which each position is authorized, the program sub-unit of the agency in which the position is authorized, and the subtotal information.
Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Destroy
DOA Budget and Related RecordsBUD00011Original Source Documents used for Budget-Related Research Records include original source document develop by budget analysis for studies, reports, survey to complainer Wisconsin with other peer states.
Files contain data created for issues which are ongoing and, therefore will be used again in the future to update the studies, reports, surveys, etc.
Research materials obtained from external sources are reference materials and not subject to Wisconsin Records Laws.
Retention:
FIS + 6 years
FIS=Fiscal Year

Disposition: Transfer to UW-Madison Archives
DOA Budget and Related RecordsBUD00015Agency Proposed VetoesAgency suggestions and policy rationale to the Governor on draft vetoes pertaining to the proposed budget or other legislative bills.
The SBO records maintained on potential vetoes is maintained in the series Executive Budget and Veto Briefing Documents (BUDG014).
Retention:
FIS +6 years
FIS=Fiscal Year

Disposition: Destroy
DOA Budget and Related RecordsBUD00018Decision Item Narrative Background DocumentsRecords contain final briefing papers, spreadsheets and statistics and calculations, research materials and supporting document relating to DINs. DINs are also development for proposed statutory language changes without fiscal consequences. Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Destroy
DOA Budget and Related RecordsBUD00019Decision Item Narratives - (DINs) All TypesThese records present succinct summaries of the need, options, and proposed solutions beginning with a brief one or two sentence summary.

These records are designed to give a description of the decision item such as building operations, additional financial positions, increased LTC funds, ongoing capital equipment needs and technical position consolidation.
DINs are also developed for proposed statutory language changes without fiscal consequences.
Records include worksheets, spreadsheets, schedules, and any other information pertaining to the reconciliation process of the biennial budget.
Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Destroy
DOA Budget and Related RecordsBUD00020Base Reconciliation (B-9s)This is the starting point of the biennial budget process. Records contain summaries of expenditure items including permanent and project position salaries, fringe benefits, supplies and services, permanent properties, non-allotted reserves, as well and the adjusted base year level of funds associated with each item. Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Destroy
DOA Budget and Related RecordsBUD00021Department Biennial Budget Submission including all DINs Approved by the Agency HeadWis. Stat. 16.42 specifies that agency budget requests are to be submitted to the State Budget Office no later than September 15th of each even numbered year. This document represents many forms or their equivalents within the agency budget office and effectively details the Biennial Budget process.
This record also encompasses a large group of important components such as the Agency Budget Request(B-2), Revenue Projections/Balance Statement (B-3), Title Final Detail Listing and Department Appropriation Structure File Maintenance (B-5/B-6), Department Summaries Form (B-7), Program Summaries Form (B-8), and the Position Changes and Salary Documentation Worksheet (B-10), which are used by budget analysts to submit their Biennial Budget information.
Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Destroy
DOA Budget and Related RecordsBUD00022External Briefing DocumentsRecords include materials prepared by budget staff to brief decisions-makers outside the agency on initiative contained in the biennial budget. May include issue papers, summaries, correspondence, briefings and other information. Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Destroy
DOA Budget and Related RecordsBUD00023Revenue Re-Estimates for Reconciliation of Program Revenue Appropriations The agency central budget office is in charge of reconciling the budget to ensure that expenditures do not exceed revenues. During this reconciliation process, certain records are used to form the base on which the Biennial Budget is built.
Revenue Re-Estimates are those background papers which further detail the amount of revenues flowing into the agency to ensure correctness.
These records include correspondence, general purpose revenue earned estimates, and analysis of revenues collected by the agency.
Retention:
FIS+6 years
FIS=Fiscal Year

Disposition: Destroy
UW-Madison Purchasing RecordsUWPS0001Request for Purchasing Approval/Authority (RPA)Waivers, Requests for Purchasing Approvals/Authority (RPA)Retention:
EVT + 4 years
EVENT=End Date of the Resulting Contract

Disposition: Destroy
UW-Madison Purchasing RecordsUWPS0002Bid Case File Working PapersSubmitted Bids NOT Awarded including catalogsRetention:
EVT+ 10 Years
EVENT=Contract End Date

Disposition: Destroy
UW-Madison Purchasing RecordsUWPS0003Contract Case FilesOfficial Sealed Bids, Request for Proposals, Agreements (All vendor files, Bid Jackets and Contract files) Contract "Keeps", Academic support services agreements, Bidder's List, Awarded Bids, VendorNet Ads, Intent to Award Letters, Notice of Award Letters, and Cost Benefit Analysis(CBAs), Award Protests.Retention:
EVT+ 4 years
EVENT= End DAte of the Resulting Contract

Disposition: Destroy

UW-Madison Purchasing RecordsUWPS0004Contract Compliance Program Case FileAffirmative Action PlansRetention:
FIS+4 years
FIS=Fiscal Year

Disposition: Destroy
UW-Madison Purchasing RecordsUWPS0005Agency Detail Reports to State Bureau of ProcurementMinority Business Enterprise ReportsRetention:
FIS + 4 years
FIS=Fiscal Year

Disposition: Destroy
UW-Madison Purchasing RecordsUWPS0006Agency Purchasing Delegation AgreementsDelegated Agent AgreementsRetention:
EVT+6 years
EVENT=Superseded by a more Current Agreement

Disposition: Destroy
UW-Madison Purchasing RecordsUWPS0007Purchasing Audits or Management ReviewDelegated Agent ReviewsRetention:
EVT= 4 years
EVENT=Date that Audit or Management Review is Closed or Superseded

Disposition: Destroy
UW-Madison Gift FundsGRS01758UW-Madison Department/Unit Financial Gift Funds
This Schedule covers the following record series for management of University of Wisconsin records created during the routing of gift funds processed between the UW- Madison Gift Fund Accounts and the UW-Foundation to maintain proper audit documentation.
This record series includes but is not limited to records produced during the process of routing Gift Funds with the UW Foundation and management of the records in possession of UW- Madison department or units. Because this process crosses back and forth into another organization, many UW-Madison units or departments keep copies or original records. This record series includes guidance for UW Madison Unit/Department, Division and the retention for gift fund documents from this process.

1. eReimbursement:
a. Department: Retains original backup documentation.
b. Division: Retains copies of backup documentation.
c. UW Foundation: Has access to the eReimbursement expense details only (no documentation unless requested).

2. Check Request from the UW Foundation:
The UW Foundation sends the department or unit copies of these forms for our information only. The Foundation retains the originals.

3. Check Request for Vendor Payment:
a. Department: Retains copies.
b. Division: Currently retains copies but possesses originals from a few years ago.
c. UW Foundation: Currently receives originals but probably has copies from a few years ago.

4. Gift Deposit Forms and Accompanying Checks:
a. Department: Retains copies.
b. Division: Retains copies of the Gift
Deposit form and checks.
c. UW Foundation: The original form and checks are mailed to the Foundation's Milwaukee lockbox.

5. Check Request/Gift Check Routing Form:
This pulls money from the Foundation account to transfer funds to a 233 University project.
a. Department: Retains copies.
b. Division: Retains copies.
c. Foundation: Receives originals
Retention:
EVT+6 years
EVENT=Date of Transaction

Disposition: Destroy Confidential
Research and Sponsored Grants Contracts 34001720Research and Sponsored Gift and Grant Contract Funds (Federal and Non Federal) This records series consists of individual files on all gift and grant funds approved by the Board of Regents. Each file includes but is not limited to:
• Copies of all Administrative Correspondence between UW-Madison Research Administration and the Agency,
• Copies of Reports and Copies of any required closeout documents.
• This record series may also contain Project Technical Reports and Subsidiary Contract.
Retention:
EVT+15 years
EVENT=Date of submission of Financial Report or Close of Grant, whichever is longer

Disposition: Destroy Confidential