Institutional Records Management Program

General and Subsidiary Ledgers

Identification

Record Series Item Number

4.4.001

Retention Policy Number

152

Series

4.4 - Fiscal Records-Ledgers

Retention Period

Total Retention

FE + 3

Characteristics

Final Repository

CONTROLLER

Vital

Yes

Status

Last Update

6/29/21 13:39

GUID

UNTRRS-1046

Accounts Receivable Ledgers

Identification

Record Series Item Number

4.4.002

Retention Policy Number

151

Series

4.4 - Fiscal Records-Ledgers

Retention Period

Total Retention

FE + 5

Characteristics

Final Repository

CONTROLLER/LOCAL UNIT

Vital

Yes

Remarks

Retention is also based on requirements listed in the Federal Student Assistance General Provisions 34 CFR 668.24: Record Retention and Examinations. See 4.7.008 for fiscal records for federal grants.

Status

Last Update

10/15/21 13:52

GUID

UNTRRS-1047

Accounts Payable Ledgers

Identification

Record Series Item Number

4.4.003

Retention Policy Number

150

Series

4.4 - Fiscal Records-Ledgers

Retention Period

Total Retention

FE + 5

Characteristics

Final Repository

CONTROLLER

Vital

Remarks

Retention is based on requirements listed in the Federal Student Assistance General Provisions 34 CFR 668.24: Record Retention and Examinations.

Status

Last Update

6/29/21 13:37

GUID

UNTRRS-1048

Accounting Records - Student Financial Aid

Journals or Registers- Students Loans

Identification

Record Series Item Number

4.3

Retention Policy Number

147

Series

4.3 - Fiscal Records-Journals or Registers

Retention Period

Total Retention

AC + 5

Characteristics

Final Repository

FINANCIAL AID

Vital

Yes

Remarks

AC = End of award year for which the aid was awarded. Financial aid federal, state, and institutional accounting records. 34 CFR 668.24 and THECB MOU

Status

Last Update

6/28/21 15:10

GUID

UNTRRS-1042

Sales Journals or Registers

Identification

Record Series Item Number

4.3.001

Retention Policy Number

146

Series

4.3 - Fiscal Records-Journals or Registers

Retention Period

Total Retention

FE + 3

Characteristics

Final Repository

CONTROLLER

Vital

Yes

Status

Last Update

10/15/21 13:50

GUID

UNTRRS-1043

Receipts Journals or Registers

Identification

Record Series Item Number

4.3.002

Retention Policy Number

145

Series

4.3 - Fiscal Records-Journals or Registers

Retention Period

Total Retention

FE + 3

Characteristics

Final Repository

CONTROLLER

Vital

Yes

Status

Last Update

10/15/21 13:51

GUID

UNTRRS-1044

Expenditures Journals or Registers

Identification

Record Series Item Number

4.3.003

Retention Policy Number

144

Series

4.3 - Fiscal Records-Journals or Registers

Retention Period

Total Retention

FE + 5

Characteristics

Final Repository

CONTROLLER

Vital

Yes

Remarks

Retention period based on federal program requirements. State Retention is FE+3.

Status

Last Update

10/15/21 13:52

GUID

UNTRRS-1045

Receipt books (msrdp yellow copy).

Identification

Record Series Item Number

4.2

Retention Policy Number

720

Series

4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention

2 MO.

Characteristics

Vital

Remarks

ORIGINAL AVAILABLE IN ACCOUNTING OFFICE.

Status

Last Update

9/15/21 12:51

GUID

UNTRRS-1506

Batch Tickets (MSRDP).

Identification

Record Series Item Number

4.2

Retention Policy Number

708

Series

4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention

FE+5

Characteristics

Final Repository

UNT HEALTH & CLINICS

Vital

Status

Last Update

9/15/21 12:50

GUID

UNTRRS-1494

Expenditure Vouchers

Travel, Payroll, etc.

Identification

Record Series Item Number

4.2.007

Retention Policy Number

490

Series

4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention

FE+3

Characteristics

Final Repository

PURCHASING AND PAYMENT SERVICES

Vital

Remarks

See 4.7.008 for fiscal records for federal grants.

Status

Last Update

10/15/21 13:50

GUID

UNTRRS-1041

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