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Business and Financial Policies and Procedures

Keeping Payables Records


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.

UPAY Responsibilities

University Payables 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 submitted via the Chrome River System for 1 year. Retain P-card documents that predate Chrome River 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 associated with a purchase order 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 Services
Urbana - University Archives
Chicago - University Archives
Springfield - Archives/Special Collections

Last Updated: April 6, 2022 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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