Purchasing and Business Services Manual (PUR)

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Effective: 3/1/1994

Revised: 3/1/2005

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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 Retention Period Remarks Responsible Party
Bids for Renewable Contracts three years After the file is closed Purchasing and Business Services
Construction Files-Procurement Records one year After the building is demolished Purchasing and Business Services
General Bids three years After awarded Purchasing and Business Services
Departmental Limited Value Purchase Orders (PDLVPOs) three years After fiscal year issued Purchasing and Business Services
Purchase Orders (including department justifications and requests) five years After the file is closed Purchasing and Business Services
Purchasing Card receipts involving sponsored funds five years After submission of final project financial report by Grant and Contract Accounting Department manager
Purchasing Card receipts not involving sponsored funds five years After transaction date Department 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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