Record Storage & Retention

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 Budget and Controller 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
 
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
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
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 Louella Edwards 
Petty Cash Bank Statements 7 fiscal years / or research exception** Departments 7 fiscal years   
Unclaimed Property/Returns (Escheat) 3 fiscal years General Accounting  Permanent Louella Edwards 
Online Journal Entries 5 fiscal years General Accounting  5 fiscal years Louella Edwards
Online Cash Reports 5 fiscal years General Accounting  5 fiscal years Louella Edwards 
Misc. Accounts Receivables & Reconciliations N/A General Accounting  7 fiscal years Louella Edwards
June Final Levels 1 fiscal year / or research exception** General Accounting  7 fiscal years Louella Edwards
Bankruptcies N/A General Counsel 7 fiscal years Kristy Graff
Physical Inventory Forms N/A General Accounting  7 fiscal years Louella Edwards
Accruals and Deferrals N/A General Accounting  7 fiscal years Louella Edwards
Forgeries N/A General Accounting  7 fiscal years Louella Edwards
Cash Transfers Inputs N/A General Accounting  7 fiscal years Louella Edwards
Budget Planning Books for Departmental Budgets 1 fiscal year / or research exception** General Accounting  Permanent Louella Edwards
PRISM Account Files N/A General Accounting  Permanent Louella Edwards
Property, Sales, and Amusement Tax Returns N/A Financial Information Administration  7 fiscal years
Patty Falvo 
Fixed Assets (Plant) N/A Budget and Financial Reporting 7 fiscal years
Patty Falvo or Judy Deleo
Disabled Entity 02, 03, 07, 09 Accounts N/A General Accounting 10 fiscal years Louella Edwards
Disabled Entity 04 (Gift) Accounts N/A General Accounting Permanent Louella Edwards
Petty Cash Fund Reconciliations and Closed Accounts N/A General Accounting 7 fiscal years Louella Edwards
Disabled IDC Accounts N/A General Accounting 7 fiscal years Louella Edwards
Internal Audit
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 Finance
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 Finance 7 fiscal years Mary Dehler
Endowment Files N/A Source Department and Office of Finance Indefinite Mary Dehler
Bond Documents N/A Office of Finance Indefinite Mary Dehler
Merchant Credit Card Transaction Receipts/Advice N/A Source Department 18 months, per PNC Merchant Services Agreement Mary Dehler
Monthly Merchant Location Statements   Source Department 3 fiscal years Mary Dehler
Payment Processing
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 General Accounting  7 fiscal years Submit an Inquiry
Mellon/Citizens Bank Disc N/A Departments 7 fiscal years  Submit an inquiry
Supplier Forms N/A General Accounting  Permanent Submit an inquiry
P-card Applications N/A General Accounting  5 fiscal years Submit an inquiry
P-card Acceptance Agreements N/A General Accounting  5 fiscal years Submit an inquiry
P-card Change Forms N/A General Accounting  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** General Accounting  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 General Accounting  7 fiscal years Submit an inquiry
Travel Card Receipts Retain until department has reconciled on their level reports General Accounting  7 fiscal years Submit an inquiry
Travel Card Applications N/A General Accounting  7 fiscal years Submit an inquiry
Travel Card Agreements N/A General Accounting  7 fiscal years Submit an inquiry
Travel Card Change Forms N/A General Accounting  Permanent Submit an inquiry
Travel Card Statements N/A General Accounting  Permanent Submit an inquiry
Payroll
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
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
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  7 fiscal years Mark Stofko
Tax Department
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
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