Purchasing and Business Services Manual (PUR)

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Effective: 3/1/1994

Revised: 7/1/2018

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PUR 207: Records Retention

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Purpose

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To retain university purchasing records for a sufficient time period

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Sources

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Arizona Revised Statutes § 41–1346
University policy

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Policy

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Procurement records are retained for the periods listed below. D

Type of Record Description Retention Period Remarks Responsible Party
Contract and Agreement Records - Equipment Lease (No Purchase), Goods, Individual Employment and Services Real Estate Contracts, amendments, notices, solicitation records, including notices of publication six years After cancelled, fulfilled, or revoked Purchasing and Business Services
Contract and Agreement Records - Capital/Fixed Assets, Construction, Lease Purchase of Equipment, and Real Estate Contracts, amendments, notices, solicitation records, including notices of publication three years After disposal of asset but not less than 6 years after asset is acquired Purchasing and Business Services
Cancelled Formal Solicitation Records one year After cancelled Purchasing and Business Services
Protest Records If filed separately from contract and solicitation records three years After fiscal year resolved Purchasing and Business Services
Departmental Limited Value Purchase Orders five years After fiscal year issued Purchasing and Business Services
Purchase Orders (not involving federal funds, including sole source and bid waiver justifications) five years After fiscal year created or received Purchasing and Business Services
Purchase Orders (involving federal funds, including sole source and bid waiver justifications) three years After date of submission of final expenditure report; if award is renewed quarterly or annually, then from submission date of the quarterly or annual report Purchasing and Business Services
Purchasing Card receipts involving sponsored funds three years After date of submission of final expenditure report; if award is renewed quarterly or annually, then from submission date of the quarterly or annual report Department Purchasing Card manager (OMB A-110; 215.53)
Purchasing Card receipts not involving sponsored funds five years After fiscal year created or received Department Purchasing Card manager
endtable

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Cross-Reference

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For information on the storage of records, see the Property Control System Policies and Procedures Manual—PCS 703, “Records Storage and Destruction.”


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