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Documentation Retention

Transactions processed in the financial system with all pertinent documentation that are approved by responsible unit approvers, expense supervisors and Accounts Payable, are archived centrally as the official University record. AP maintains its records for 8 years in compliance with University retention policy.
  • All original documentation that has been scanned and attached to the electronic transaction record (expense reports, payment requests, journals, or requisitions) should be retained for three months, at a minimum, to ensure processing and system archiving of the transaction has been successful.
  • Expenses $40 or more without a receipt (unobtainable or lost) may be approved on an exception basis following the accountable process established by respective Deans and Vice Presidents. Use of an Exception Form may be utilized as part of the supporting documentation for approvals of the transaction.