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Edinboro University of Pennsylvania, Financial Operations Edit

Summary

Identifier
100 117

Dates

  • 1902-1971 (Creation)

Extents

  • 9.00 Linear Feet (Whole)
  • 0.50 Linear Feet (Whole)
  • 0.50 Linear Feet (Whole)
  • 1.50 Linear Feet (Whole)
  • 1.50 Linear Feet (Whole)
  • 0.50 Linear Feet (Whole)
  • 0.50 Linear Feet (Whole)
  • 0.50 unknown (Whole)
  • 1.50 Linear Feet (Whole)

Agent Links

Subjects

Notes

  • Abstract

    The financial operations record group contains finacial data such as budgets, audits, student accounts, wages and financial aid awards.

  • Appraisal Information

    Policy C061 requires that the Finance and Administration offce act as the repository for the following: Annual financial reports and work papers - retain permanently Budgets - retain permanently Capital equipment records - retain for life of assest, records of equipment purchased with federal funds must be retained for three years after final disposition Depreciation records - retain for life of asset Documents for leases, licenses, constrution contracts and other contracts of a temporary nature valued at less than $50,000 - retain for 6 years after expiration of lease or contract term Effort cettifications - retain for 6 years Excise tax returns - retain for 6 years Income tax returns - retain permanently Information returns (90, 1099, 8282, 90.22 etc) - retain permanently Indirect cost rate calculations - retain 6 years Journal entries and back-up documentation - retain 6 years after account closing Plans and projections - retain permanently Property deeds, easements, licenses, rights of way, leases, rights of first refusal, remainder interests, mortgages - retain permanently Sales tax returns - retain 6 years Summary analysis repors, end of year (fund, source, function) - retain 6 years Title insurance policies - retain 10 years after disposal of property Trial balances - retain 6 years Transaction authority cards - retain 6 years Policy requires the office of Budget and Payroll to act as the repository for the following: Annual payment records (W2, Alpha lists, employee transaction lists) - retain permanently I-9 forms, completed (students) - retain 3 or 1 year after termination (whichever is greater) Imputed income records, (auto usage, life insurance, CCTS, etc) - retain minimum 4 years, but not more than 6 years after filing Information returns filed with federa and state authorities (W2, 941, 1042, etc) - retain 6 years Leave reporting documents - retain 4 years Payroll tax returns (W2, social security, unemployment tax) - retain 5 years after employment ends Payroll check registers - retain 6 years Payroll correction records - retain 5 years Payroll deduction authorization forms, completed (W4, DBD, CFCU, bonds) - retain current and prior record for 2 fiscal years or until superseded, if earlier Payroll register (annual payment received by employees) - retain permanently Payroll vouchers - retain 3 years Record of payments and deductions (payroll registers, deductions lists, adjustements) - retain 5 years Time cards, other - retain 3 years Time records, student - retain 4 years Wage assignment orders - retain 5 years after closed Policy C061 requires the Bursar Office to act as the repository for the following: Campus based loan records - retain permanently Policy C061 requires the Controller Office to retain the following: 990 forms, completed - retain 7 years Basic financial statements, audit and general ledger - retain 7 years Policy C061 requires all offices in general to serve as a repository for the following: Account reconciliations -  6 years Accounts receivable statements - 6 years Billing records - 6 years Electronic mail (as communication)- As determined by the originating office Electronic mail (as official record) - Based on type of record, see also PASSHE police on e-mail retention e-time, student - 3 years after the date that all student loans are paid Inventories - keep for life of assest Volunteer registration forms (completed) Parental consent forms (completed) and agreements - 3 years The University Archive collects the following: Annual budget (as passed by the COT) - send copy annually Audits - send copy as they are completed Budget reports - send copy as they are completed

  • Scope and Contents

    The collection dates from 1902 to 1997.  There are 37 separates, usually account books, and 7 linear feet of materials in boxes. There is a fairly complete line of budgets from 1930-1952.  Financial aid and payroll information dates from 1902-1930.  Student payments date from 1916-1926.

Instances

  • Type
    Text
    Container 1 Type
    other
    Container 1 Indicator
    fo aud 1
  • Type
    Text
    Container 1 Type
    other
    Container 1 Indicator
    fo aud 2
  • Type
    Text
    Container 1 Type
    other
    Container 1 Indicator
    fo bur 1
  • Type
    Text
    Container 1 Type
    other
    Container 1 Indicator
    fo bur 2
  • Type
    Text
    Container 1 Type
    other
    Container 1 Indicator
    fo bur 3
  • Type
    Text
    Container 1 Type
    other
    Container 1 Indicator
    fo bur 4
  • Type
    Text
    Container 1 Type
    other
    Container 1 Indicator
    fo bur 5
  • Type
    Text
    Container 1 Type
    other
    Container 1 Indicator
    fo bur 6

Components