UNIVERSITY OF WISCONSIN River Falls

Facilities Management Related

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