Storage Arrangements
All record storage arrangements must be coordinated through the University Records Management Program. For more information, contact the University Records Management Program at recordsmanagement@pitt.edu.
Financial Document Requests
To submit a financial document request, send your name, department name, phone and fax number, and a copy of the level report with the information you are requesting CIRCLED to Financial Records Services at records@cfo.pitt.edu. You will receive a response as soon as possible.
Financial Record Retention Schedule
The record retention schedule has been created as a guideline for Chief Financial Officer departments and as a recommendation for other University departments. Department retention recommendations apply only to copies of documents sent to central administration for processing. Online PRISM users and those who process original transactions should follow the central retention guidelines found in column four.
The following Budget & Controller departments recommendations are still in development: Student Financial Services, Budget and Financial Reporting, and the Office of Finance.
- Asset Management
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Asset Additions and Affiliated Maintenance Records N/A Payment Processing 7 fiscal years assets@cfo.pitt.edu Asset Transfers 1 fiscal year / or research exception** Payment Processing 7 fiscal years AD assets@cfo.pitt.edu Asset Retirements 1 fiscal year / or research exception** Payment Processing 7 fiscal years AD assets@cfo.pitt.edu Batch Header Sheets N/A Payment Processing 7 fiscal years AD assets@cfo.pitt.edu Asset Transfers to Surplus 1 fiscal year / or research exception** Payment Processing 7 fiscal years AD assets@cfo.pitt.edu PI Transfer Documentation N/A Payment Processing 7 fiscal years AD assets@cfo.pitt.edu - Financial Records Services
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Journal Entries (NSCT, NSCTR, IDC, JE, Cash Reports) 1 fiscal year / or research exception** Financial Records Services 7 fiscal years assets@cfo.pitt.edu Business Travel Requests 1 fiscal year / or research exception** Financial Records Services 7 fiscal years assets@cfo.pitt.edu Travel & Business Reimbursements 1 fiscal year / or research exception** Financial Records Services 7 fiscal years assets@cfo.pitt.edu Disbursements 1 fiscal year / or research exception** Financial Records Services 7 fiscal years assets@cfo.pitt.edu Invoices 1 fiscal year / or research exception** Financial Records Services 7 fiscal years assets@cfo.pitt.edu Travel Advances 1 fiscal year / or research exception** Financial Records Services 7 fiscal years assets@cfo.pitt.edu Petty Cash 1 fiscal year / or research exception** Financial Records Services 3 fiscal years records@cfo.pitt.edu Salary Wage Cost Transfers 1 fiscal year / or research exception** Financial Records Services 7 fiscal years records@cfo.pitt.edu Salaried Personnel Activity Reports (SPAR) 1 fiscal year / or research exception** Financial Records Services 7 fiscal years records@cfo.pitt.edu 1099 Forms N/A Financial Records Services 7 fiscal years records@cfo.pitt.edu - General Accounting
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Bank Statements w/Reconciliations N/A General Accounting 7 fiscal years Tammy Johnson Petty Cash Bank Statements 7 fiscal years / or research exception** Departments 7 fiscal years Tammy Johnson Unclaimed Property/Returns (Escheat) 3 fiscal years General Accounting Permanent Tammy Johnson Online Journal Entries 5 fiscal years General Accounting 5 fiscal years Tammy Johnson Online Cash Reports 5 fiscal years General Accounting 5 fiscal years Tammy Johnson Misc. Accounts Receivables & Reconciliations N/A General Accounting 7 fiscal years Tammy Johnson June Final Levels 1 fiscal year / or research exception** General Accounting 7 fiscal years Tammy Johnson Bankruptcies N/A General Counsel 7 fiscal years Kristy Graff Physical Inventory Forms N/A General Accounting 7 fiscal years Tammy Johnson Accruals and Deferrals N/A General Accounting 7 fiscal years Tammy Johnson Forgeries N/A General Accounting 7 fiscal years Tammy Johnson Cash Transfers Inputs N/A General Accounting 7 fiscal years Tammy Johnson Budget Planning Books for Departmental Budgets 1 fiscal year / or research exception** General Accounting Permanent Tammy Johnson PRISM Account Files N/A General Accounting Permanent Tammy Johnson Property, Sales, and Amusement Tax Returns N/A Financial Information Administration 7 fiscal years
Mary DehlerFixed Assets (Plant) N/A Budget and Financial Reporting 7 fiscal years
Julie MankoDisabled Entity 02, 03, 07, 09 Accounts N/A General Accounting 10 fiscal years Tammy Johnson Disabled Entity 04 (Gift) Accounts N/A General Accounting Permanent Tammy Johnson Petty Cash Fund Reconciliations and Closed Accounts N/A General Accounting 7 fiscal years Tammy Johnson Disabled IDC Accounts N/A General Accounting 7 fiscal years Tammy Johnson Endowment Files N/A Source Department and Office of Finance Indefinite Colin Rawleigh - Internal Audit
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Accounting/Legal Work Audit Papers in Blue Books N/A Internal Audit 10 fiscal years after close of audit Doreen Culley Accounting/Legal Special Projects N/A Internal Audit 10 fiscal years after close of audit Doreen Culley Accounting/Legal Special Reviews N/A Internal Audit 10 fiscal years after close of audit Doreen Culley Accounting/Legal Misc. Departmental Files N/A Internal Audit 10 fiscal years after close of audit Doreen Culley - Office of the Treasurer
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Bank Account Analysis Statements N/A Office of Treasurer 7 fiscal years Contact the Office of Treasurer Bond Documents N/A Office of Treasurer Indefinite Contact the Office of Treasurer Merchant Credit Card Transaction Receipts/Advice N/A Source Department 18 months, per PNC Merchant Services Agreement Contact the Office of Treasurer Monthly Merchant Location Statements Source Department 3 fiscal years Contact the Office of Treasurer - Payment Processing
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below 1099 Forms N/A Payment Processing and Compliance 7 fiscal years Submit an Inquiry Mellon/Citizens Bank Disc N/A Departments 7 fiscal years Submit an inquiry Supplier Forms N/A Payment Processing and Compliance 7 fiscal years Submit an inquiry P-card Applications N/A Payment Processing and Compliance 5 fiscal years Submit an inquiry P-card Acceptance Agreements N/A Payment Processing and Compliance 5 fiscal years Submit an inquiry P-card Change Forms N/A Payment Processing and Compliance 7 fiscal years Submit an inquiry P-card Statements Minimum of 7 fiscal years. Exception for Research Account Purchases, retention is 7 years or the length of the grant + 1 year** Payment Processing and Compliance 7 fiscal years Submit an inquiry Travel & Business Expense Reports (Paper or PRISM iExpense) Original - y fiscal years/or research exception** General Counsel 7 fiscal years Submit an inquiry Travel & Business Entertainment Online Expense Reports (Concur) N/A Payment Processing and Compliance 7 fiscal years Submit an inquiry Travel Card Receipts Retain until department has reconciled on their level reports Payment Processing and Compliance 7 fiscal years Submit an inquiry Travel Card Applications N/A Payment Processing and Compliance 7 fiscal years Submit an inquiry Travel Card Agreements N/A Payment Processing and Compliance 7 fiscal years Submit an inquiry Travel Card Change Forms N/A Payment Processing and Compliance 7 fiscal years Submit an inquiry Travel Card Statements N/A Payment Processing and Compliance Permanent Submit an inquiry - Payroll
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Account Reconciliations N/A Payroll 7 fiscal years Submit an Inquiry to HR Shared Services Costing Reports N/A Payroll 7 fiscal years Submit an Inquiry to HR Shared Services CTI/JE Journal Entries N/A Payroll 7 fiscal years Submit an Inquiry to HR Shared Services Fed/State/Local Tax Filing Returns N/A Payroll 7 calendar years Submit an Inquiry to HR Shared Services Hire forms, employee changes, pay requests, W-4, direct deposit and deduction authorizations N/A Payroll 7 calendar years after employment ends or post-employment related affiliation ceases Submit an Inquiry to HR Shared Services Payroll check registers and payment detail N/A Payroll 7 calendar years Submit an Inquiry to HR Shared Services Time Sheets N/A Payroll 7 calendar years Submit an Inquiry to HR Shared Services Vendor Payment Documentation N/A Payroll 7 fiscal years Submit an Inquiry to HR Shared Services W-2/1042S N/A Payroll 7 calendar years Submit an Inquiry to HR Shared Services - Purchasing
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Purchase Orders (PO) 1 fiscal year Purchasing Department 7 fiscal years from date of PO Issuance Submit an inquiry Contracts and payment requests processed through Specialty Forms Originals - 7 fiscal years/ or research exception** N/A N/A Submit an inquiry Contracts Originals - 7 fiscal years/ or research exception** Purchasing Department 7 fiscal years from end of agreement records@cfo.pitt.edu Requests for Proposal (RFP) Originals - 7 fiscal years/ or research exception** Purchasing Department If RFP or RFQ results in a contract - 7 fiscal years from end of agreement.
If RFP or RFQ results in a Purchase Order - 7 fiscal years from date of purchase order.
Submit an inquiry Requests for Quotation (RFQ) Originals - 7 fiscal years/ or research exception** Purchasing Department If RFP or RFQ results in a contract - 7 fiscal years from end of agreement.
If RFP or RFQ results in a Purchase Order - 7 fiscal years from date of purchase order.
Submit an inquiry 95-507s (Subcontracting Plans and Associated Documentation) Originals - 7 fiscal years/ or research exception** Purchasing Department 7 fiscal years from date of plan Submit an inquiry - Research Accounting
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Sponsored Project Folders N/A Research Cost Accounting 3 years from submission of final expenditure report (CFR 200.333) David Laffey - Tax Department
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below University Tax Documents N/A Tax Department Records on file from 1998 - Present Karen Holler Staff/Faculty Early Retirement N/A Tax Department 3 years after Final Settlement Karen Holler Reference Materials N/A Tax Department Indefinitely Karen Holler - Tuition Reporting Department
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Document Type Department Retention (copies) Central Storage Department Central Retention* (originals) To obtain more information or order a copy use link below Tuition Reconciliations N/A N/A 7 fiscal years Bruce Saltsman Housing Reconciliations N/A N/A 7 fiscal years Bruce Saltsman
* To maintain accurate records in support of the University of Pittsburgh's tax return. Donald S. Skupsky (1991) Tax Year +06
** On all purchases made to a research account to justify spending on a research grant and contracts and preserve historical information until grant or contract is closed or audit is conducted. Follow guidelines provided by funding agency.
*** Sarbanes Oxley requires public auditors to retain work papers for seven years from the date of their reports. Internal Audit prefers to retain their files for ten years to meet the internal audit cycle.
**** To maintain accurate legal records for the state of Pennsylvania.
For any record retention guidelines not found on this page, please refer to: http://www.library.pitt.edu/sites/default/files/pdf/asc/URM_Pitt_General_Records_Retention_Schedule.pdf