This General Schedule is applicable to the Fiscal Payables/Receivables records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
(1) Accounts Aging Records
(2) Accounts Payable Records
(3) Accounts Receivable Records
(4) Accounts Receivable Subsidiary Records
(5) Accounts Receivable Write-off Records
(6) Canceled Checks
(7) Charge Airfare Records
(8) Check Stubs
(9) Collection Records
(10) Credit Card Administration Records
(11) Moving Expenses Records
(12) Refund/Disbursements Request Records
(13) Registration Fee Records
(14) Returned Checks Records
(15) Revolving Charge Agreements Records
(16) Travel Records
(1) Accounts Aging Records
This series provides a cumulative listing by accounts receivable
number of all receivables on the Accounts Receivable master file
in the Banner Student Information System. For each receivable,
the amounts that are not yet due, currently due, and overdue are
indicated. All amounts are principal amounts; interests, service
charges, and late charges are not included. Records consist of
account listings sorted alphabetically by customer showing balances.
Listings are generated at the end of the fiscal year and at other
times upon request.
Record Copy: Business Affairs
Retention: 10 years for year-end listing and 4 years for
other listings
(2) Accounts Payable Records
This series documents a department's expenditures and purchases.
The series may also be used to research, evaluate, and monitor
prior transactions and/or track the budget. Records may include
but are not limited to: departmental purchase orders; contract
release orders; balance sheets; bills; invoices; invoice vouchers;
journal voucher/entry forms; price quotes; State of Oregon "B"
Purchase Orders; departmental requisitions; justifications of
purchases; payment authorizations; reports of receipt of goods
or services; and related documentation and correspondence.
Record Copy: Business Affairs
Retention: 6 years
Other copies: Units
Retention: 2 years
(3)Accounts Receivable Records
This series is used by departments and offices to provide a record
of billings and collections for the office and units/programs
which report to the office. It is also used to provide a record
of customers owing monies and to reconcile the account. Records
may include but are not limited to: Account Edit sheets; classified
advertisement forms; VISA/Mastercard payment forms; invoices;
journal vouchers; receipts; and related documentation and correspondence.
Record Copy: Business Affairs
Retention: 6 years after collected or deemed uncollectable
Other copies: Units
Retention: 2 years
(4) Accounts Receivable
Subsidiary Records
This series provides a history of charges and payments recorded
for each customer on the Banner Student Information System. Records
consist of customer lists sorted by account number with charges
and payments recorded for each customer in chronological sequence.
Record Copy: Business Affairs
Retention: 6 years
(5) Accounts Receivable
Write-off Records
This series documents debts of Accounts Receivables written off
with the approval of the Secretary of State. Records include:
accounts receivable invoices; write-off worksheets; and the Oregon
Secretary of State's approval and Assignment of Uncollectible
Debt letters.
Record Copy: Business Affairs
Retention: 6 years after write-off
(6) Canceled Checks
This series documents redeemed checks written on university accounts.
Information on each check may include check number, date, amount,
endorsement, account number, validation data, and related documentation.
Record Copy: Business offices
Retention: 6 years for checks
(7) Charge Airfare Records
This series documents airfares purchased as part of institutional
business. Records include forms used to authorize the issuance
of airline tickets and the charging of fares to a university account.
Record Copy: Units
Retention: 6 years
(8) Check Stubs
Series documents the issuance of checks for payment in exchange
for goods and services including payroll. Records include check
stubs.
Record Copy: Business offices
Retention: 6 years
(9) Collection Records
This series documents the office's efforts to collect unpaid accounts.
Records include: collection letters; notices; letters of transmittal;
and bankruptcy records.
Record Copy: Business Affairs
Retention: 6 years after account is paid in full
(10) Credit Card Administration
Records
Series documents administration of credit cards issued to institutional
staff and units. Records may include: applications; master monthly
billing statements; individual card holders' statements; billing
summaries; printouts including vendor analysis by code; number
of charges and stores; use summaries; related correspondence.
Record Copy: Units
Retention: 6 years after card expiration for applications;
6 years for all other records
 CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(11) Moving Expenses Records
This series documents new employees' moving and travel expenses
paid by the institution. Records may include but are not limited
to: requests for approval-travel and moving reimbursement of new
employee forms; purchase orders; travel reimbursement requests;
vendor invoices; and receipts.
Record Copy: Business Affairs - Travel
Retention: 6 years
Other copies: Units
Retention: 2 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(12) Refund/Disbursements
Request Records
This series documents requests and disbursements made for overpayment
and refunds. Records include: accounting data for refunds from
parking violation fines paid and successfully appealed; tuition
and fee refunds when courses are dropped; refunds for event tickets,
loan overpayments, change-of-residence, and canceled courses;
a log of refunds and requests to the state treasurer for checks
to be issued.
Record Copy: Business Affairs
Retention: 6 years
Other copies: Ticket offices, units
Retention: 2 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(13) Registration Fee Records
This series documents the payment of registration fees, which
are considered travel expenses. Records may include but are not
limited to: completed registration forms; journal vouchers; invoices;
purchase orders; and wire transfer forms.
Record Copy: Business Affairs - Travel
Retention: 6 years
Other copies: Units
Retention: 2 years
(14) Returned Checks Records
This series documents attempts to collect monies for non-negotiable
(usually non-sufficient funds) checks received for payment to
university accounts. Records consist of master lists of checks
returned to the University and contain: names; addresses; telephone
numbers; banks upon which checks were drawn; reasons for return;
and notations of any prior activity.
Record Copy: Business Affairs
Retention: 6 years
(15) Revolving Charge Agreements
Records
This series documents a student's agreement with the provisions
of the accounts receivable revolving account and his/her intent
to attend the institution. Records include agreement forms signed
by each student.
Record Copy: Business Affairs
Retention: 3 years after last enrollment
(16) Travel Records
This series may be used: to document requests for and approval
of travel by employees of the institution or the agency; to monitor
travel expenditures; for planning purposes; to document changes
in dates of travel, changes in the name of the traveler, changes
in itinerary, or changes in funding sources within an out-of-state
travel authorization; and to document approval for vehicle rental.
Records may include but are not limited to: out-of-state travel
authorization forms; travel itineraries; travel advance forms;
travel reimbursement requests (employee and non-employee); receipts;
approval memos; vehicle mileage reporting records; memos in place of itemized
receipt; affidavitsof lost receipt memos; authorizing signatures; and related
documentation and correspondence.
Record Copy: Business Affairs - Travel
Retention: 6 years
Other copies: Units
Retention: 2 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |