University | Records Management Service

Records retention schedule: financial resources

Introduction | 1. Structure & management | 2. Financial resources | 3. Human resources
4. Physical resources | 5. Student administration & support | 6. Information services
7. Learning & teaching | 8. Research & development | 9. External relations

In finanical resources: Accounting | Funding | Insurance management | Payroll & pensions administration | Tax management

Click on the record series title to view the full retention details for each record type. Please note that clicking on one of the links below will open a separate window.

Accounting

Record series	Summary retention policy
Cancelled cheques	End of the current financial year + 2 years
Consultancy documentation (Finance Office)	Completion of consultancy project + 6 years
CPD short course purchase forms	Completion of purchase + 6 months
Purchase orders	End of the current financial year + 6 years
Journal forms (all types)	End of the current financial year + 6 years
Royalty documentation (Finance Office)	Completion of royalty project + 10 years
Suppliers invoices and payment vouchers	End of the current financial year + 6 years
University financial statements	Permanent retention

Funding

Record series	Summary retention policy
University student bursary documentation	End of the current academic year + 6 years

Insurance management

Record series	Summary retention policy
Insurance administration files	Weed 6 years after current financial year to remove non-policy material and retain for further 34 years
Insurance claims documentation	Settlement of claim + 6 years
Insurance claims (minors) documentation	Settlement of claim + 20 years
Insurance policy documentation	End of the current financial year + 40 years

Payroll & pensions administration

Record series	Summary retention policy
Payroll (detail)	End of the current financial year + 6 years
Payroll (year end)	End of the current financial year + 6 years
Payroll and pensions files	Termination of employment + 40 years

Tax management

Record series	Summary retention policy
Tax year-end returns (P35/P14)	End of the current financial year + 40 years

University | Records Management Service