OAR 166-475-0050
This General Schedule is applicable to the Fiscal Payables/Receivables records of the Oregon University System.
Retention periods apply to the record copy of all public records, regardless of medium or physical format, created
or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
Accounts Aging Records
OAR 166-475-0050(1)
This series provides a cumulative listing
by accounts receivable number of all receivables on the Accounts Receivable master file in the Banner Student Information
System. For each receivable, the amounts that are not yet due, currently due, and overdue are indicated. All amounts
are principal amounts; interests, service charges, and late charges are not included. Records consist of account
listings sorted alphabetically by customer showing balances. Listings are generated at the end of the fiscal year
and at other times upon request.
Retention:
Record Copy: 10 years for year-end listing and 4 years for
other listings
Accounts Payable Records
OAR 166-475-0050(2)
This series documents a department's expenditures
and purchases. The series may also be used to research, evaluate, and monitor prior transactions and/or track the
budget. Records may include but are not limited to: departmental purchase orders; contract release orders; balance
sheets; bills; invoices; invoice vouchers; journal voucher/entry forms; price quotes; State of Oregon "B"
Purchase Orders; departmental requisitions; justifications of purchases; payment authorizations; reports of receipt
of goods or services; and related documentation and correspondence.
Retention:
Record Copy: 6 years
Other copies: 2 years
Accounts
Receivable Records
OAR 166-475-0050(3)
This series is used by departments and offices
to provide a record of billings and collections for the office and units/programs which report to the office. It
is also used to provide a record of customers owing monies and to reconcile the account. Records may include but
are not limited to: Account Edit sheets; classified advertisement forms; VISA/MasterCard payment forms; invoices;
journal vouchers; receipts; and related documentation and correspondence.
Retention:
Record Copy: 6 years after collected or deemed
uncollectible
Other copies: 2 years
Accounts Receivable Subsidiary Records
OAR 166-475-0050(4)
This series provides a history of charges
and payments recorded for each customer on the Banner Student Information System. Records consist of customer lists
sorted by account number with charges and payments recorded for each customer in chronological sequence.
Retention: 6 years
Accounts Receivable Write-off Records
OAR 166-475-0050(5)
This series documents debts of Accounts Receivables
written off with the approval of the Secretary of State. Records include: accounts receivable invoices; write-off
worksheets; and the Oregon Secretary of State's approval and Assignment of Uncollectible
Debt letters.
Retention: 6 years after write-off
Canceled
Checks
OAR 166-475-0050(6)
This series documents redeemed checks written
on university accounts. Information on each check may include check number, date, amount, endorsement, account
number, validation data, and related documentation.
Retention: 6 years
Charge
Airfare Records
OAR 166-475-0050(7)
This series documents airfares purchased as
part of institutional business. Records include forms used to authorize the issuance of airline tickets and the
charging of fares to a university account.
Retention: 6 years
Check Stubs
OAR 166-475-0050(8)
Series documents the issuance of checks for
payment in exchange for goods and services including payroll. Records include check stubs.
Retention: 6 years
Collection
Records
OAR 166-475-0050(9)
This series documents the office's efforts
to collect unpaid accounts. Records include: collection letters; notices; letters of transmittal; and bankruptcy
records.
Retention: 6 years after account is paid in full
Credit Card Administration Records
OAR 166-475-0050(10)
Series documents administration of credit
cards issued to institutional staff and units. Records may include: applications; master monthly billing statements;
individual card holders' statements; billing summaries; printouts including vendor analysis by code; number of
charges and stores; use summaries; related correspondence.
Retention:
(a) 6 years after card expiration for applications
(b) 6 years for all other records
Moving
Expenses Records
OAR 166-475-0050(11)
This series documents new employees' moving
and travel expenses paid by the institution. Records may include but are not limited to: requests for approval-travel
and moving reimbursement of new employee forms; purchase orders; travel reimbursement requests; vendor invoices;
and receipts.
Retention:
Record Copy: 6 years
Other copies: 2 years
Refund/Disbursements Request Records
OAR 166-475-0050(12)
This series documents requests and disbursements
made for overpayment and refunds. Records include: accounting data for refunds from parking violation fines paid
and successfully appealed; tuition and fee refunds when courses are dropped; refunds for event tickets, loan overpayments,
change-of-residence, and canceled courses; a log of refunds and requests to the state treasurer for checks to be
issued.
Retention:
Record Copy: 6 years
Other copies: 2 years
Registration
Fee Records
OAR 166-475-0050(13)
This series documents the payment of registration
fees, which are considered travel expenses. Records may include but are not limited to: completed registration
forms; journal vouchers; invoices; purchase orders; and wire transfer forms.
Retention:
Record Copy: 6 years
Other copies: 2 years
Returned
Checks Records
OAR 166-475-0050(13)
This series documents attempts to collect
monies for non-negotiable (usually non-sufficient funds) checks received for payment to university accounts. Records
consist of master lists of checks returned to the University and contain: names; addresses; telephone numbers;
banks upon which checks were drawn; reasons for return; and notations of any prior activity.
Retention: 6 years
Revolving Charge Agreements Records
OAR 166-475-0050(15)
This series documents a student's agreement
with the provisions of the accounts receivable revolving account and his/her intent to attend the institution.
Records include agreement forms signed by each student.
Retention: 3 years after last enrollment
Travel
Records
OAR 166-475-0050(16)
This series may be used: to document requests
for and approval of travel by employees of the institution or the agency; to monitor travel expenditures; for planning
purposes; to document changes in dates of travel, changes in the name of the traveler, changes in itinerary, or
changes in funding sources within an out-of-state travel authorization; and to document approval for vehicle rental.
Records may include but are not limited to: out-of-state travel authorization forms; travel itineraries; travel
advance forms; travel reimbursement requests (employee and non-employee); receipts; approval memos;
vehicle mileage reporting records; memos in place
of itemized receipt; affidavits of lost receipt memos; authorizing signatures; and related documentation and correspondence.
Retention:
Record Copy: 6 years
Other copies: 2 years
Return
to the OUS Records Schedule Main Page
Last Update: 02
April 2003
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
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