Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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RECORDS
90.01
Revised 8-06
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Purchasing Forms Used Campus-Wide

PDF link

Title Purchasing Forms Used Campus-Wide
Record Series Title--Function/Purpose	Location (*Official Copy)	Cutoff	Retention Period	Disposition Authority No.	Remarks
DEPARTMENT ORDERS (online) Used to initiate orders from outside vendors based upon direct purchase requests from University departments. The departmental OPR record includes the paper original department order, receipt, and/or packing slip.	Department* (OPR) (paper) Asst. VP - Bus Affairs and Controller (magnetic media) Vendor (paper)	FY FY N/A	6 yrs 6 yrs N/A	GS 01004 WSU--GS 01 WSU--GS 01
DEPARTMENTAL REQUISITION (WSU 1011) Request from departments to WSU Purchasing for purchases outside the institution.	Purchasing* Department	FY FY	2 yrs 2 yrs	WSU--GS 01 WSU--GS 01
DISCRETIONARY (17A) ACCOUNT EXCEPTION JUSTIFICATIONS Provides a record of approved exceptions to University guidelines for discretionary (17A) accounts.	Department* (OPR)	FY	6 yrs	WSU--GS 01
EXPENDITURE AUTHORITY DELEGATION (WSU 1198) A form that delegates authority for approving various documents that obligate departmental funds.	Controller* (OPR) Department	FY FY	6 yrs 2 yrs	WSU--GS 01 WSU--GS 01
FACULTY TEXTBOOK ORDER SHEET Used by faculty to identify textbook needs each semester.	Department* Students' Book Corporation	receipt of order n/a	2 yrs n/a	WSU--GS 01 WSU--GS 01
INTERDEPARTMENTAL REQUISITION AND INVOICE (WSU 1017) Provides a record of approval for interdepartmental purchasing transactions.	Vendor Department* (OPR) Department	FY FY	6 yrs 2 yrs	WSU--GS 01 WSU--GS 01
INVOICE VOUCHER (WSU 1273) Form used to seek payment from Accounts Payable. A state of Washington form.	Accounts Payable* (OPR) Department	FY FY	6 yrs 2 yrs	GS 01004 WSU--GS 01
PHOTOCOPIER EQUIPMENT REQUEST (WSU 1340) Form used to document copier needs to purchase copy equipment.	Department* Purchasing	FY action taken	2 yrs 1 yr	WSU--GS 01 WSU--GS 01
PUBLICATION AND DUPLICATION SERVICE JOB FILES Records of publication and duplication services provided by outside vendors or by WSU copy services. May include copy requests, production activity logs, copy machine activity logs, orders, job descriptions and specifications, publication design records, sample job products, estimates, material order sheets, proofs, samplets, completed job reports, summary of costs, and related records.	Vendor Department* OR Purchasing	FY FY	6 yrs 6 yrs	GS 15005 GS 15005
PURCHASE ORDER AND RECEIVING REPORT--WITH COMPETITIVE BIDS Used to initiate an order from outside vendors based on a request from a university department when transaction involves competitive bidding.	Asst. VP - Bus Affairs/Controller* (OPR) (digital media) Purchasing University Publishing (off-site printing purchases) Department Vendor	FY FY FY FY N/A	6 yrs 6 yrs 6 yrs 2 yrs N/A	GS 06004 WSU--GS 01 WSU--GS 01 WSU--GS 01 WSU--GS 01
PURCHASE ORDER AND RECEIVING REPORT--WITHOUT COMPETITIVE BIDS Used to initiate an order from outside vendors based on a request from a university department when transaction does not involve competitive bidding.	Asst. VP - Bus Affairs/Controller* (OPR) (digital media) Purchasing University Publishing (off-site printing purchases) Department Vendor	FY FY FY FY N/A	6 yrs 2 yrs 2 yrs 2 yrs N/A	GS 01004 WSU--GS 01 WSU--GS 01 WSU--GS 01 WSU--GS 01
PURCHASING CARD FILES Documentation of orders from outside vendors based upon direct purchase requests from University departmental personnel. Includes all department documentation of purchasing card transactions, including invoices, Departmental Log Sheets, and billing statements from bank card company.	Department*	FY	6 yrs	GS 01017	Possibly Essential
SERVICE CENTER BILLING DATA AND STATEMENTS Provides a record of each interdepartmental purchasing transaction processed through the Service Center Billing System.	Business Services* (magnetic media tape maintained by IT) Vendor Department (paper statement) Department (paper statement)	FY       FY     FY	6 yrs       2 yrs     2 yrs	WSU--GS 01       WSU--GS 01     WSU--GS 01
SUPPLY AND EQUIPMENT REQUESTS Internal WSU documents used to request the purchase of supplies and equipment.	Department*	date of receipt	30 days	GS 06001
TELECOMMUNICATIONS SERVICE REQUEST Provides a record of online request to move, change, disconnect, or add new telecommunications services, including telephone, voicemail, and Ethernet.	Information Technology* (OPR) (magnetic media) Department	FY FY	6 yrs 1 yr	WSU--GS 04 WSU--GS 04
VENDOR PAYMENT FILES Documentation of WSU disbursements. May include all documentation related to University purchases, including voucher distribution registers, vendor remittance advisories, document transmittals and certification reports, encumbrance requests and other documentation which provides a record of payments to vendors and other agencies for goods and services. May include, but is not limited to: Purchase Order (Department Order and Quick Order) Files, Purchase Requisition Files, Blanket Order Requisition Files, Blanket Order Purchase Transaction Files, Invoice Voucher Files, Printing Requisition Files, Copy Center Request Files, Travel Expense Payment Files, Interagency Billing Files, Encumbrance and Liquidation Records.	Department* or Controllers Office* or Purchasing*	FY FY FY	6 yrs 6 yrs 6 yrs	GS 01004 GS 01004 GS 01004	Possibly Essential