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Business and Financial Policies and Procedures

Keeping Payables Records

Definitions

Records - Records are official and trustworthy documents used for accountability and transparency. Requirements for retaining records are mandated by federal and state laws and regulations.

Working Documents - Working documents are unofficial yet trustworthy documents used to support business activities. Examples include copies of official records retained for your convenience or preliminary planning documents.

Temporary Documents - Temporary documents are transitory and not records or working documents. Examples include drafts, reference materials, and routine correspondence.

OBFS Responsibilities

OBFS retains vendor invoices, original or scanned invoice vouchers, and employee reimbursement vouchers for the current fiscal year and 5 previous fiscal years. They also maintain project files, investment records, and proof of payment (copy of invoices and cancelled checks) for the life of revenue bonds or certificates of participation plus three years.

Unit Responsibilities

Your unit should retain original documents you receive before scanning and submitting to the Travel Expense Management System (TEM) for 1 year. Retain P-card documents for the current fiscal year and 5 previous fiscal years. Retain approvals for exceptions for 1 year.

You do not have to retain original paper vendor invoices because they have been scanned and entered into Banner and become the official University record.

For assistance, consult your unit Records Liaison or records contact, if you have one, or the Records and Information Management Services team.

Additional Resources

Records and Information Management ServicesLink opens new window
Urbana - University ArchivesLink opens new window
Chicago - University ArchivesLink opens new window
Springfield - Archives/Special CollectionsLink opens new window

Last Updated: April 11, 2016 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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