Bursar Retention Schedule

01-01

Annual Report/Program Reviews/Self-Studies:  Annual self-study of the department or a program that encompasses at least some or all of the following:  activities, outreach events, personnel changes, logistical information, future goals, etc.  Also any special reports/publications of the dept.

Paper/Electronic

3 years, then contact University Archives for historic appraisal

01-01.1*

Bankruptcy Documentation

For student accounts.

Paper

Retain 6 years from dismissal/discharge, shred*

01-02*

Bursar Records:  Records relating to financial transactions of the university.  May include information relating to accounts payable, accounts receivable, payments made to Bursar and subsequent bank deposits, paid write-offs, paid accounts, etc.

Electronic

Retain until paid in full plus 7 years, then delete*

01-03

Checks: Including canceled checks, checks scanned and processed through ACH, etc.

Paper/Electronic

Retain 4 years, then delete.  If paper is scanned, destroy paper after annual external audit.  Retain digital image for 4 years, then delete.

01-04

Correspondence

A. Routine/Transient: Referral letters, requests for routine information or publications provided to the public by an agency that are answered by standard form letters

B. General: Includes internal letters and memos; also correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries.  This correspondence is informative, (it does not attempt to influence policy).  

C. Executive: Deals with significant aspects of the administration of the offices.  Includes information on policy, program, fiscal or personnel matters. 

Paper/Email

Note: Contact the University Records Manager for help with email management.

A. Retain until no longer of administrative value, then recycle or delete from email client

B. 1 year, then recycle or delete from email client

C. Retain 3 years (if email retain in email client), then delete or export from email client and retain until no longer of value

01-05

FERPA Records:  Requests and authorization of parents/guardians to have access to student records.  

Paper

Retain 3 years after student separates from university, then shred.  

01-06

Installment Payment Plan (IPP) Applications:

A. Paid in full

B. Unpaid

Paper/Electronic

A. 4 years, delete/shred.

B. After end of semester, forward to write off area.

01-07*

Loan Promissory Notes:

A. Includes promissory notes for KOHL, APO, KAP.

B. Perkins Promissory Notes/Nursing Promissory Notes

C. Schell Promissory Notes

Paper

A. Unpaids forwarded to write-off area.  Paids forwarded to Student Financial Aid

B. Retain 3 years from paid in full, cancelation, or assignment to the Dept of Education, then shred

C. Retain 3 years from paid in full, then shred

01-08*

Medical Appeals: Appeals from students for tuition refunds/account adjustments due to illness, injury, or other medical issue.

Paper

Retain 7 years, then shred*

01-09

Receipts: Cashier receipts for sales or payments received.  Includes cashier receipt control lists.  Also known as cashier packets.  

Paper/Electronic

Retain 1 year in office, then contact University Archives to store in Records Center for 3 years, then shred.

01-10*

Service Accounts: Non-student delinquent accounts

Electronic

Retain until account is current, then delete*

01-11*

Special Agency Accounts & Vouchers:

Accounts for the following individual agencies (list may not be exhaustive):

Electronic

01-12

Special Billings: From trust funds and outside scholarship agencies.

Paper

Retain 1 year after paid in full, then shed.

01-13

Transient Documents: Electronic or written records that have a very short-lived administrative, legal, or fiscal value.  May include, but are not limited to:  post-it notes, routing slips, telephone messages, e-mail or voicemail, copies, notes or drafts used in the production of public records, and surveillance videos.

Paper/Electronic

Until no longer of value or superseded, then recycle or delete

01-14

Tuition and Fee Schedule: A brochure, schedule, or listing of tuition and fee charges by the university, usually by academic year.  

Electronic

Upon creation, contact the University Archives to appraise for historic value

01-15

Tuition Service Charge and Late Fee Appeals

Paper

Retain until no longer of administrative value, then shred.

01-16

Waivers:

A. Fee Waiver: Approved fee payment authorization for employees, dependents, graduate assistants, teaching fellows.  

B. Legal Services Waiver: Student authorization waiving Legal Services and allow Bursar to remove fee from an account.

C. Green Fee Waiver

A. Paper

B. Electronic

C. Electronic

A. Retain 1 year, then shred

B. Maintain in system.  Migrate to new software as needed.  

C. Maintain in system.  Migrate to new software as needed.