UNIVERSITY OF WISCONSIN River Falls

Fiscal Administration Records

UWFA100
ADMINISTRATIVE POLICIES AND PROCEDURES

Records include all written policies, procedures, and related documentation pertaining to fiscal matters. These may be issued by the University of Wisconsin System or by individual institutions.

Retention Time Period
Original: EVT + 4 years EVENT = Date superseded.
Disposition: Transfer to Archives per institutional policy.
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII:No
Confidential: No 

UWFA101
MANUALS

Records include all fiscal and accounting-related manuals. These may be issued by the University of Wisconsin System or by individual campuses.

Retention Time Period
Original: EVT + 3 years EVENT= Date superseded
Disposition: Transfer to Archives per institutional policy.
Duplicates: Destroy when no longer needed.Do not retain duplicates longer than the original record.
PII:No
Confidential: No

UWFA102
ROUTINE INTERNAL STATUS AND ACTIVITY REPORTS

Records include internal statistical and narrative reports on routine fiscal and accounting operations,including weekly, monthly, and quarterly reports for operations, management analysis, and planning.

Retention Time Period
Original: Destroy when no longer needed.
Disposition: Destroy
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII:No
Confidential: No

UWFA103
YEAR-END REPORTS (GAAP)

Reports and all support documentation. Also included in this series are tax-related reports (1098Tlistings/logs, W-2s, 1099s, etc) and the Academic Fee Income Report(AFDR).

Retention Time Period
Original: Fiscal year ofcreation + 6 years
Disposition: Destroy Confidential
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII: Yes
Confidential: Yes

UWFA104
ANNUAL FINANCIAL REPORT

This series may include, at the discretion of individual campuses, supporting documentation(otherwise covered in UWFA105) that will be retained permanently together with the Annual Financial Report.

Retention Time Period
Original: Retain permanently in office of origin.
Disposition: Retain permanently in office of origin.
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII:No
Confidential: No

UWFA10S
NON-ROUTINE FINANCIAL REPORTS AND STUDIES

Records include reports and studies created for fiscal, accounting, and administrative reviews oranalyses, including equity and escrow reports, fringe benefit studies, facility usage reports, cost comparison studies, and other special reports and studies. Also included are fiscal management subject and correspondence files used to support general fiscal management. 

Retention Time Period
Original: Fiscal year of creation + 4 years
Disposition: Destroy
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.PII:No
Confidential: No

UWFA106
AUDIT DOCUMENTATION: REGULARLY- OCCURRING AUDIT CYCLES

Records include all documentation related to regularly occurring audits, including reports,agency/office responses, and findings. Regular audits include A-133 and CAFR audits.

Retention Time Period
Original: EVT + 3 Years EVENT= Date of issuance of final audit report
Disposition: Destroy
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII:No
Confidential: No

UWFA107
AUDIT DOCUMENTATION: IRREGULARLY-OCCURRING AUDIT CYCLES

Records include all documentation relating to in frequent audits, including reports, agency/office responses, and findings.

Retention Time Period
Original: EVT +10 Years. EVENT= Date of next audit cycle or 10 years
Disposition: Destroy
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII:No
Confidential: No

UWFA108
RECONCILIATION WORK PAPERS

Records include intermediate fiscal records of receipts and disbursements used to reconcile accounts.These may include spreadsheets, proof sheets, abstracts of receipts, and disbursements or claims.a

Retention Time Period
Original: Fiscal year of creation + 4 years
Disposition: Destroy
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII:No
Confidential: No

UWFA109
AUTHORIZATION FOR ACCESS/FORMS

Records include applications, authorizations, cardholder agreements, and related forms used to establish accounts. Authorizations may relate to, but are not limited to, SFS, purchasing cards,corporate (travel) cards, and WISDM.

Retention Time Period
Original: EVT + 4 Years EVENT= Fiscal year in which account was in activated
Disposition: Destroy
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII:No
Confidential: No

UWFA110
CREDIT CARD RECEIPTS AND/OR DEPOSITS TRANSACTIONS

Records include credit card receipts and other documentation associated with credit card transactions.For electronic transactions, these records include encrypted data containing credit card numbers and related information.

Retention Time Period
Original: EVT + 3 Years EVENT= Date of
transaction*a longer retention time period is required by contract or law.Disposition: Destroy Confidential
Duplicates: Destroy confidential when no longer needed. Do not retain duplicates longer than the
original record.
PII:No
Confidential: No

UWFA111
PAYMENT CARD INDUSTRY COMPLIANCE

(PCI)PCI compliance means that a merchant accepting credit or debit cards is operating in a way that protects the confidential information (card number, expiration date, name of card holder and security code) from being released to anyone other than the acquirer of the transactions going into the credit card processing network. The standards are set by the PCI Standards Council established by the major card brands.This records series pertains to the PCI Operator Training forms and corresponding PCI Compliance Logs.

Retention Time Period
Original: CR + 3 Years CR = Creation Year
Disposition: Destroy Confidential
Duplicates: Destroy confidential when no longer needed. Do not retain duplicates longer than the original record.
PII:YES
Confidential: YES