Accounting Records

Computer Output Reports From Accounting Financial Data Bases (Permanent)

A.   Description:

Financial reports generated from a computer data base for use in accounting for the receipt/disbursement of financial resources for an institution. These are cumulative fiscal year end closeout reports summarizing the financial activities of the institution by providing final year-to-date summary accounting data and a permanent audit trail for all receipt and disbursement transactions affecting any and all funds and accounts. Types of reports include: year end general and subsidiary ledgers sorted by account, and summary of expenditures by program, fund, and object.

B. Retention:

Financial Report (Annual)

A.   Description:

Published annual summary of an institution’s financial transactions. Information includes assets, liabilities, revenue, and expenditures.

B. Retention:

1. Office: 3 years

Non-Automated General and Subsidiary Ledgers (Permanent)

A.   Description:

General and subsidiary ledgers including chart of accounts which provide final year-to-date summary accounting data and a permanent audit trail for all fiscal receipt and disbursement transactions affecting any and all the institution’s funds and accounts, including receipts and expenditures from all revenue sources, both public and private.

B. Retention:

Table Reports (Accounting)

A.   Description:

A. Description: Define the meaning of code numbers and fund groups used in transactions processed through the institutions automated financial accounting system. Examples include Descriptor Table Listing, Transaction Code Decision Table Listing and Table Maintenance Audit Report. The specifications of the reports of each in situation may vary.

B. Retention:

1. 1. Office: 3 years. Microfilm Optional
   2. University Archives: Permanent
   1. (a) Office: 3 years. Microfilm
   2. (b) University Archives: Permanent
   3. (2) Other Table Reports: Until updated, superseded, or no longer needed for reference; destroy
   4.  
2.