Edinboro University of Pennsylvania, Financial Operations

Collection — Multiple Containers

Identifier: 100-117

Staff Only

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.

Dates

1902-1971

Creator

Edinboro University of Pennsylvania, Financial Operations (Organization)

Extent

9.00 Linear Feet

0.50 Linear Feet

1.50 Linear Feet

0.50 Linear Feet

0.50 unknown

1.50 Linear Feet

Additional Description

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