UNIVERSITY OF WISCONSIN River Falls

Fiscal and Accounting General Records For Construction Projects

Fiscal and Accounting General Records Schedule covers budgeting and accounting related records associated with construction projectsthree series-Listed here for Informational Purposes

90000080
Capital Accounting-Accounts Payable Records-Special Federal Requirements

Records may include the following records: acquisitions: capital assets; depreciation schedules; fixed assets; material transfer files; mortgage ledgers; facility/plant ledgers; property detail reports; property inventory reports; and reports on property sold.

Federal regulations for tax exempt bonding requires that expenditure records must be retained for 6 years past the maturity date of a bond. Because expenditures are not assigned immediately there is not an efficient way to file expenditures by specific bond issue. Therefore as most bonds are 20-year maturity bonds and 30 years is the maximum bond maturity length a 30-year retention will cover most records.

Retention: Official Record EVT+30 years (issuance date)
Retention Copies EVT (when no longer needed)
Disposition: Destroy for both

90000081
Capital Accounting-Accounts Payable Records-Projects Not Funded with Tax-Exempt Debt

Records may include the following records: acquisitions: capital assets; depreciation schedules; fixed assets; material transfer files; mortgage ledgers; facility/plant ledgers; property detail reports; property inventory reports; and reports on property sold.

Retention: Official Record EVT+4 years (project closing)
Retention: Copies EVT (when no longer needed)
Disposition: Destroy for both

90000082
Capital Accounting-Project Budget Transactions (Allotments)

Records may include budget-related records for specific capital projects including details by project and sub-project; vendors; and vendor types.

Retention: Official Record FIS+6 years
Retention: Copies EVT (when no longer needed)
Disposition: Destroy for both