Purchasing and Business Services Manual (PUR)

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PUR 207 Table

Purchasing and Business Services is responsible for retaining the following records:

  1. Contracts and Agreement Records - Equipment Lease (no purchase), Goods, Individual Employment and Services for Real Estate for six years after cancelled, fulfilled or revoked. This includes contracts, amendments, notices, solicitation records, including notice of publication.
  2. Contracts and Agreement Records - Capital/Fixed Assets, Construction, Lease Purchase of Equipment, and Real Estate for three years after disposal of asset but not less than six years after asset is acquired. This includes contracts, amendments, notices, solicitation records, including notices of publication.
  3. Cancelled Formal Solicitation Records for one year after cancelled.
  4. Protest Records for three years after fiscal year resolved. If filed separately from contract or solicitation records.
  5. Departmental Limited Value Purchase Orders, for five years after fiscal year issued.
  6. Purchase Orders (not involving federal funds), including sole source and bid waiver justifications for five years after fiscal year created or received

    and

  7. Purchase Orders involving federal funds, including sole source and bid waiver justification for 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 annually report.

The department purchasing card manager is responsible for retaining the following records:

  1. Purchasing Card receipts involving sponsored funds for 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 annually report.

    and

  2. Purchasing Card receipts not involving sponsored funds for five years after fiscal year created or received.
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