This record retention schedule has been created as a guideline for Budget and Controller departments and as a recommendation for other University departments. Department retention recommendations apply only to copies of documents sent to central administration for processing. Online PRISM users and those who process original transactions should follow the central retention guidelines found in column four.

The following Budget & Controller departments recommendations are still in development: Payroll, Student Financial Services, Budget and Financial Reporting, and the Office of Finance.

Updated April 7, 2008

RECORD RETENTION REQUIREMENTS FOR UNIVERSITY OF PITTSBURGH BUSINESS MANAGERS

Document Type 
Department Retention (copies)  
Central Storage Department 
Central Retention (originals)  
To obtain more information or order a copy use link below
95-507s (Subcontracting Plans and Associated Documentation - 294/295 Reports)
2x Contract length / or research exception /minimum of 7 fiscal years **
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years **
www.bc.pitt.edu/purchasing/inquiries.html
Asset Retirements
1 fiscal year / or research exception **
Financial Records Services 
7 fiscal years *
assets@bc.pitt.edu 
Asset Transfers
1 fiscal year / or research exception **
Financial Records Services 
7 fiscal years *
assets@bc.pitt.edu 
Asset Transfers to Surplus 
1 fiscal year / or research exception **
Financial Records Services 
7 fiscal years *
assets@bc.pitt.edu 
Budget Planning Books for Departmental Budgets
1 fiscal year / or research exception **
General Accounting 
7 fiscal years *
ledwards@bc.pitt.edu
Business Travel Requests
1 fiscal year / or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Contracts 
1 fiscal year / or research exception **
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years **
www.bc.pitt.edu/purchasing/inquiries.html
Disbursements
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 
Invoices 
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 
Journal Entries (NSCT, NSCTR, IDC, JE, Cash Reports)
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 
June Final Levels
1 fiscal year/ or research exception **
General Accounting 
7 fiscal years *
ledwards@bc.pitt.edu
Minority Business Enterprises
2x Contract length / or research exception /minimum of 7 fiscal years **
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years **
www.bc.pitt.edu/purchasing/inquiries.html
P-card Statements
7 fiscal years / or Research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 
Petty Cash 
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 
Petty Cash Bank Statements 
1 fiscal year/ or research exception **
N/A
7 fiscal years *
Department Administrator
Purchase Orders 
2x Contract length / or research exception /minimum of 7 fiscal years **
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years **
www.bc.pitt.edu/purchasing/inquiries.html
Requests for Proposal (RFP)
2x Contract length / or research exception /minimum of 7 fiscal years **
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years **
www.bc.pitt.edu/purchasing/inquiries.html
Salaried Personnel Activity Reports (SPAR)
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 
Salary Wage Cost Transfers 
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 
Supplier Forms
2x Contract length / or research exception /minimum of 7 fiscal years **
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years **
www.bc.pitt.edu/purchasing/inquiries.html
Travel Advances 
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 
Travel & Business Expense Reports
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years *
records@bc.pitt.edu 

 

 

RETENTION REQUIREMENTS FOR BUDGET & CONTROLLER DEPARTMENTS (includes department copy recommendations)

Asset Management

Financial Records Services

General Accounting

Internal Audit

Office of Finance

Payment Processing

Purchasing

Research Accounting

Tax Department

NAVIGATE BY FORM

1099 Forms (Financial Records Services)
1099 Forms (Payment Processing)
95-507s Subcontracting Plans and Associated Documentation - 294/295 Reports)
Accounting /Legal Work Audit Papers in Blue Books
Accounting/Legal Misc. Departmental Files
Accounting/Legal Special Projects
Accounting/Legal Special Reviews
Accruals and Deferrals
Asset Additions and Affiliated Maintenance Records
Asset Retirements
Asset Transfers
Asset Transfers to Surplus 
Bank Account Analysis Statement
Bank Statements w/Reconciliations
Bankruptcies
Batch Header Sheets
Bond Statements

Budget Planning Books for Departmental Budgets

Business Travel Requests

Cash Reports
Cash Transfers Inputs
Contracts 
Disabled Entity 02, 03, 04 (Gift), 07, 09 Accounts
Disabled Entity 04 (Gift) Accounts
Disabled IDC Accounts
Disbursements
Endowment Files
Fixed Assets (Plant)
Forgeries
Housing Reconciliations
Invoices 
Journal Entries (Financial Records Services - department submitted)
Journal Entries (General Accounting - internal)
Journal Entries  (Payment Processing - internal)
June Final Levels
Mellon/Citizens Bank Disc
Merchant Credit Card Transaction Receipts/Advice
Minority Business Enterprises
Misc Accounts Receivables & Reconciliations
Monthly Merchant Location Statements
P-card Acceptance Agreements
P-card Applications
P-card Change Forms
P-card Statements
Petty Cash 
Petty Cash Bank Statements 
Petty Cash Fund Reconciliations and Closed Accounts
Physical Inventory Forms
PI Transfer Documentation
PRISM Account Files
Property, Sales, and Amusement Tax Returns
Purchase Orders 
Reference Materials (Tax)
Requests for Proposal (RFP)
Salaried Personnel Activity Reports (SPAR)
Salary Wage Cost Transfers 
Sponsored Project Folders 
Staff/Faculty Early Retirement 

Supplier Forms (Payment Processing)

Supplier Forms (Purchasing)

Tag Log Sheets
Travel & Business Reimbursements
Travel Advances 
Tuition Reconciliations
Unclaimed Property / Returns (Escheat)
University Tax Documents 

 

 

ASSET MANAGEMENT

Document Type 
Department Retention (copies)  
Central Storage Department 
Central Retention * (originals)   
To obtain more information or order a copy use link below
Asset Additions and Affiliated Maintenance Records
N/A
Financial Records Services 
7 fiscal years
assets@bc.pitt.edu 
Asset Transfers
1 fiscal year / or research exception **
Financial Records Services 
7 fiscal years
assets@bc.pitt.edu 
Asset Retirements
1 fiscal year / or research exception **
Financial Records Services 
7 fiscal years
assets@bc.pitt.edu 
Tag Log Sheets
N/A
Financial Records Services 
7 fiscal years
assets@bc.pitt.edu 
Batch Header Sheets
N/A
Financial Records Services 
7 fiscal years
assets@bc.pitt.edu 
Asset Transfers to Surplus 
1 fiscal year / or research exception **
Financial Records Services 
7 fiscal years
assets@bc.pitt.edu 
PI Transfer Documentation
N/A
Financial Records Services 
7 fiscal years
assets@bc.pitt.edu 

FINANCIAL RECORDS SERVICES

Document Type 
Department Retention (copies)  
Central Storage Department 
Central Retention * (originals)  
To obtain more information or order a copy use link below
Journal Entries (NSCT, NSCTR, IDC, JE, Cash Reports)
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Business Travel Requests
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Travel & Business Reimbursements
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Disbursements
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Invoices 
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Travel Advances 
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Petty Cash 
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Salary Wage Cost Transfers 
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
Salaried Personnel Activity Reports (SPAR)
1 fiscal year /or research exception **
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 
1099 Forms
N/A
Financial Records Services 
7 fiscal years
records@bc.pitt.edu 

GENERAL ACCOUNTING

Document Type 
Department Retention (copies)
Central Storage Department 
Central Retention * (originals)   
To obtain more information or order a copy use link below
Bank Statements w/Reconciliations
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Petty Cash Bank Statements 
7 fiscal years/ or research exception **
Departments 
7 fiscal years
Department Administrator
Unclaimed Property / Returns (Escheat)
N/A
General Accounting 
Permanent
ledwards@bc.pitt.edu
Online Journal Entries
7 fiscal years
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Online Cash Reports
7 fiscal years
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Misc Accounts Receivables & Reconciliations
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
June Final Levels
1 fiscal year/ or research exception **
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Bankruptcies
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Physical Inventory Forms
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Accruals and Deferrals
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Forgeries
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Cash Transfers Inputs
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Budget Planning Books for Departmental Budgets
1 fiscal year/ or research exception **
General Accounting 
Permanent
ledwards@bc.pitt.edu
PRISM Account Files
N/A
General Accounting 
Permanent
ledwards@bc.pitt.edu
Property, Sales, and Amusement Tax Returns
N/A
Financial Information Administration  
7 fiscal years
ledwards@bc.pitt.edu
Fixed Assets (Plant)
N/A
Budget and Financial Reporting  
7 fiscal years
ledwards@bc.pitt.edu
Tuition Reconciliations
N/A
Tuition Accounting
7 fiscal years
ledwards@bc.pitt.edu
Housing Reconciliations
N/A
Tuition Accounting  
7 fiscal years
ledwards@bc.pitt.edu
Disabled Entity 02, 03, 04 (Gift), 07, 09 Accounts
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Disabled Entity 04 (Gift) Accounts
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Petty Cash Fund Reconciliations and Closed Accounts
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu
Disabled IDC Accounts
N/A
General Accounting 
7 fiscal years
ledwards@bc.pitt.edu

INTERNAL AUDIT

Document Type 
Department Retention (copies)  
Central Storage Department 
Central Retention *** (originals)   
Questions or Additional Information 
Accounting /Legal Work Audit Papers in Blue Books
N/A
Internal Audit 
10 fiscal years after close of audit
dculley@bc.pitt.edu
Accounting/Legal Special Projects
N/A
Internal Audit 
10 fiscal years after close of audit
dculley@bc.pitt.edu
Accounting/Legal Special Reviews
N/A
Internal Audit 
10 fiscal years after close of audit
dculley@bc.pitt.edu
Accounting/Legal Misc. Departmental Files
N/A
Internal Audit 
10 fiscal years after close of audit
dculley@bc.pitt.edu

 

OFFICE OF FINANCE

Document Type 
 Department Retention (copies)  Central Storage Department  Central Retention * (originals)    Questions or Additional Information 
Bank Account Analysis Statements N/A Office of Finance 7 fiscal years mdehler@bc.pitt.edu
Endowment Files Indefinite Source Department and Office of Finance Indefinite mdehler@bc.pitt.edu
Bond Documents N/A Office of Finance Indefinite mdehler@bc.pitt.edu
Merchant Credit Card Transaction Receipts/Advice 18 months (per PNC Merchant Services Agreement) Source Department  18 months (per PNC Merchant Services Agreement) mdehler@bc.pitt.edu
Monthly Merchant Location Statements 7 fiscal years Source Department  7 fiscal years mdehler@bc.pitt.edu

 

PAYMENT PROCESSING

Document Type 
Department Retention (copies)  
Central Storage Department 
Central Retention (originals)  
To obtain more information or order a copy use link below
1099 Forms
N/A
Payment Processing
7 fiscal years *
www.bc.pitt.edu/payment/inquiries.html
Mellon/Citizens Bank Disc
N/A
Payment Processing
7 fiscal years *
www.bc.pitt.edu/payment/inquiries.html
Supplier Forms
N/A
Payment Processing
3 months, then send to Financial Record Services
www.bc.pitt.edu/payment/inquiries.html
P-card Applications
N/A
Payment Processing
3 fiscal years after the close of the Pcard account
www.bc.pitt.edu/payment/inquiries.html
P-card Acceptance Agreements
N/A
Payment Processing
3 fiscal years after the close of the Pcard account
www.bc.pitt.edu/payment/inquiries.html
P-card Change Forms
N/A
Payment Processing
3 fiscal years after the close of the Pcard account
www.bc.pitt.edu/payment/inquiries.html
P-card Statements
Minimum of 7 fiscal years for Payment Process. Exception for Research Account Purchases**
Payment Processing
7 fiscal years *
www.bc.pitt.edu/payment/inquiries.html

PURCHASING

Document Type 
Department Retention  ** (copies)
Central Storage Department 
Central Retention **** (originals)
To obtain more information or order a copy use link below
Purchase Orders 
1 fiscal year / or research exception
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years
www.bc.pitt.edu/purchasing/inquiries.html
Contracts 
1 fiscal year / or research exception
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years
www.bc.pitt.edu/purchasing/inquiries.html
Supplier Forms
1 fiscal year / or research exception
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years
www.bc.pitt.edu/purchasing/inquiries.html
Requests for Proposal (RFP)
1 fiscal year / or research exception
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years
www.bc.pitt.edu/purchasing/inquiries.html
95-507s (Subcontracting Plans and Associated Documentation - 294/295 Reports)
1 fiscal year / or research exception
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years
www.bc.pitt.edu/purchasing/inquiries.html
Minority Business Enterprises
1 fiscal year / or research exception
Purchasing Department 
2x Contract length/ minimum of 7 fiscal years
www.bc.pitt.edu/purchasing/inquiries.html

RESEARCH ACCOUNTING

Document Type 
Department Retention (copies)  
Central Storage Department 
Central Retention * (originals)   
Questions or Additional Information 
Sponsored Project Folders 
N/A
Research Cost Accounting 
7 fiscal years
mstofko@bc.pitt.edu

TAX DEPARTMENT

Document Type 
Department Retention (copies) 
Central Storage Department 
Central Retention (originals)  
Questions or Additional Information 
University Tax Documents 
N/A
Tax Department 
Records on file from 1998 - Present
bzern@bc.pitt.edu
Staff/Faculty Early Retirement 
N/A
Tax Department 
3 years after Final Settlement 
bzern@bc.pitt.edu
Reference Materials 
N/A
Tax Department 
Indefinitely
bzern@bc.pitt.edu

 

* To maintain accurate records in support of the University of Pittsburgh's tax return.  Donald S Skupsky (1991) Tax Year +06.
** On all purchases made to a research account to justify spending on a research grant and contracts and preserve historical information until grant or contract is closed or audit is conducted. Follow guidelines provided by funding agency.
***  Sarbanes Oxley requires public auditors to retain work papers for seven years from the date of their reports. Internal Audit prefers to retain their files for ten years to meet the internal audit cycle. 
****  To maintain accurate legal records for the state of Pennsylvania. 

For any record retention guidelines not found on this page, please refer to http://www.library.pitt.edu/libraries/archives/retention.pdf

Updated: April 7, 2008