Retention Changes to Expense Reports
December 7, 2023
The IL Wage Payment & Collection Act (IWPCA) amended regulations now require employers to maintain the following records for at least three years:
- All policies regarding reimbursement
- All employee requests for reimbursement
- Documentation showing approval or denial of reimbursement
- Documentation showing actual reimbursement and supporting documents
As a response to this requirement, we will disable the ability of users to delete any of their expense reports starting January 2024. This will ensure the retention of an employee's expense reports including the ones returned by approvers and ones that were never submitted for approvals. The process that automatically deletes pending expense reports due to 30 or more days of inactivity has been suspended as well. This change ensure compliance with the new law.
If you have any questions, please reach out to procurement@northwestern.edu.
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