Purchasing and Business Services Manual (PUR)

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Effective: 3/1/1994

Revised: 3/1/2019

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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 Electronic copies of approved orders are retained indefinitely in the ASU Financial Management System
Purchase Orders (involving federal funds, including sole source and bid waiver justifications) Reference  OMB A-110; 215.53 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 Electronic copies of approved orders are retained indefinitely in the ASU Financial Management System
Purchasing Card receipts involving sponsored funds Reference  OMB A-110; 215.53 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 Electronic copies of approved orders are retained indefinitely in the ASU Financial Management System
Purchasing Card receipts not involving sponsored funds five years After fiscal year created or received Electronic copies of approved orders are retained indefinitely in the ASU Financial Management System
endtable

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Cross-Reference

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For information on the storage of records, see PUR 213, “Records Storage and Destruction.”


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