UNIVERSITY OF WISCONSIN River Falls

State Banking and Cash Management Related Records

UWFA400
PAID/CANCELLED CHECKS

Records include both paper checks and those imaged onto CD-ROM. CD-ROMs are provided by the state's working bank.

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

UWFA401
VOIDED CHECKS

Voided checks resulting from printing errors.

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

UWFA402
STOP PAYMENT/ VOIDED/ CANCELLED CHECK RECORDS

Records include requests for stop payments and related correspondence and reports. These requests include ZBA, Agency, and Contingent Fund accounts.Also included is all documentation relating to unpaid items,such as requests for re-issuance of checks, as well as all reports, logs, follow-up letters and supplemental documentation for stale check follow-up, voids, and reissues.

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

UWFA403
BANK STATEMENTS: ALL ACCOUNTS

Records include all statements and supporting documentation for reconciliation. Also included arebank analysis reports and all documentation relating to signature authority for checks.

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

UWFA404
SIGNATURE CARDS: AUTHORIZATION

Records include all documentation relating to requests for signature authority for checks.

Retention Time Period
Original: EVENT + 6 Years. EVENT = Date of inactivation of signature authority.
Disposition: Destroy
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII: Yes
Confidential: No

UWFA405
GENERAL OBLIGATION BOND RECORDS

Records include all supporting documentation for principal and interest payments, including correspondence and reports.

Retention Time Period
Original: EVT + 50 Years. EVENT= Date the bond matures or is called
Disposition: Destroy
Duplicates: Destroy when no longer needed. Do not retain duplicates longer than the original record.
PII:No
Confidential: No