Business and Financial Records Retention Schedule

 

Notice:
The retention information contained on this schedule is the minimum State-required retention for the specified categories. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.

Upon completion of the retention period for business and finance records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.

The Notes column includes pertinent information about the documents, if known, such as the Office of Record and System of Record. If you have a document that does not appear below or if you have further information about the Office of Record or System of Record, please contact RIMS.

The categories of Business and Financial Records are:

Budget Planning Records

These records consist of documents that are used to develop University budgets and to monitor the University's financial assets. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Annual budget summaries

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner
Statements of state fund budget allocations

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner
Expenditure reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner
Summary reports of accounting, debt, and external audits

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner
Library/museum acquisition reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner
Chart of accounts

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner
Chart of accounts request forms

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner
Group assets acquisition reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner
Summary event/ticket reports

For Budget Planning Records created or maintained by an office of the Vice President, Chancellor, Vice Chancellor for Research, or Vice Chancellor for Student Affairs, retain for 5 years after date of generation then transfer to University Archives.

For all other offices, retain for 5 years after date of generation then obtain State approval to dispose.

System of Record: Banner

Back to Top

Comptroller Annual Reports

Comptroller Annual Reports include details regarding the planning and allocation of expenditures in support of University activities such as supporting schedules and summaries about teaching and research for each fiscal year. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Comptroller annual reports Upon date of issuance, transfer to University Archives System of Record: Banner
Office of Record: Office of the Senior Associate Vice President for Business and Finance

Back to Top

Insurance Records

Insurance records include documents related to a variety of claim types and insurance policies and reports. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Insurance carrier reports and loss runs 5 years past date of close of claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance claims files 5 years past date of close of claim then obtain State approval to dispose Office of Record: Office of Risk Management
Certificates of insurance 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance policies 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance policy audits 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance policy reports 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management
Insurance policy underwriting data 5 years after last date of possible claim then obtain State approval to dispose Office of Record: Office of Risk Management

Back to Top

Tax Records

Tax Records consist of certificates of Sales Tax Exemptions and a variety of Federal and State Tax reports and forms. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Miscellaneous Income Statement (1099) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Request for Taxpayer Identification Number and Certificate (W-9) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: Office of Treasury Operations
Request for Student's or Borrower's Social Security Number and Certificate (W-9S) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Student Financial Services and Cashier Operations
Employer's Quarterly Federal Tax Return (941, 941X) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Annual Withholding Tax Return for U.S. Source Income of Foreign Persons (1042) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Tax Deposit Coupons (8109) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Withholding Allowance Certificates (W-4) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Wage and Tax Statements (W-2) 5 years after last day of calendar year then obtain State approval to dispose Office of Record: University Payroll and Benefits
Federal tax forms and reports 5 years after last day of calendar year then obtain State approval to dispose Office of Record: Office of Treasury Operations
State tax forms and reports 5 years after last day of calendar year then obtain State approval to dispose Office of Record: varies, see "Responsible Unit" column on Tax Return Filing Due Dates spreadsheet provided by OBFS: https://www.obfs.uillinois.edu/common/pages/DisplayFile.aspx?itemId=95032
Certificates of sales tax exemptions 5 years after last day of calendar year then obtain State approval to dispose Office of Record: Office of Treasury Operations
Other related federal and state tax forms 5 years after last day of calendar year then obtain State approval to dispose Office of Record: varies, see "Responsible Unit" column on Tax Return Filing Due Dates spreadsheet provided by OBFS: https://www.obfs.uillinois.edu/common/pages/DisplayFile.aspx?itemId=95032
University sales tax files 5 fiscal years then obtain State approval to dispose Office of Record: University Accounting & Financial Reporting

Back to Top

Financial Transaction Records

Financial Transaction Records consist of any documents used to execute or monitor the receipt or expenditures of any University funds or other property. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Monthly statements of account used for reconciliations 5 years after date of creation then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Balance sheets 5 years after date of creation then obtain State approval to dispose System of Record: Banner
General ledgers 5 years after date of creation then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Journal voucher/entry forms 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Unclaimed property records 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Automatic clearing house (ACH) registers 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Accounts payable 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Bills 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Invoice vouchers 5 years after date of creation then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Invoices 5 years after date of creation then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Packing slips 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Payment authorizations 5 years after date of creation then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Price quotes 5 years after date of creation then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Purchase orders 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Purchasing justifications 5 years after date of creation then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Purchasing proposals, requests for proposals (RFPs), solicitations, invitations for bid (IFBs), sole source (SS), requests for information (RFI) 5 years after expiration of last renewal then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Receipt of goods or services reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Requisitions 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Reimbursements, approvals 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Reimbursements, receipts 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Reimbursements, requests 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Reimbursements, travel 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Reimbursements, vehicle mileage 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Accounts receivable aging 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Receipts 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Bank account statements 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Banking services expenditures reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cash flow forecasts 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Investment statements 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Bank deposit slips 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Cash deposit vouchers 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Cash receipt slips 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Cash register reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cash register tapes 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Cash validation receipts 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Check registers 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Check stubs 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Daily cash logs 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Petty cash balance sheets 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Credit card applications 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Credit card billing statements 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Credit card reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cost accounting allocation plans 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cost accounting indirect rates 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cost accounting negotiated agreements 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cost accounting proposals 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cost accounting reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cost accounting service activity reviews 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Cost accounting, federal/government 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Fixed assets annual reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Fixed assets disposal reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Fixed assets transfers and loan agreements 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant authorizations 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Grant budget documents/forms 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Grant contractor's release reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Research contracts/subcontracts 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Material transfer agreements 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Non-disclosure agreements (research) 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Research collaboration agreements 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant equipment disposition reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant equipment purchase orders 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Grant financial reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant institution billings balance sheets 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant invoices 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Grant patent/invention reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant project documents 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant property reports 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant receipts 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Grant reports, status 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Grant request/approval forms 5 years after date of end of service or claim period, whichever is later, then obtain State approval to dispose System of Record: Banner
Daily operations reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Funds management reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Reconciliation files, general ledger 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Reconciliation files, operating ledger 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Payroll adjustments 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Payroll authorizations 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Payroll deductions 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Payroll reconciliations 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Attendance forms 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Payroll time cards and timesheets 5 years after date of transaction then obtain State approval to dispose System of Record: Banner Document Management (BDM-Xtender)
Positive time reports 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Athletic/performing arts ticket sales details 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Event cash reconciliation details 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Transaction details for budgets 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Transaction details for supplies 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Transaction details for personnel entitlements 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Transaction details for internal audits 5 years after date of transaction then obtain State approval to dispose System of Record: Banner
Related reports 5 years after date of creation then obtain State approval to dispose System of Record: Banner
Credit card receipts and documentation 5 years after date of transaction then obtain State approval to dispose System of Record: T-card: TEM;
P-card: Unit of creation

Back to Top

Year End Payroll Statements

Year End Payroll Statements encompass all reports that provide information about employee wages earned, leave balances, and other benefits accrued or expended. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Annual statements documenting wages 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose System of Record: Banner
Annual statements documenting deductions 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose System of Record: Banner
Annual statements documenting leave 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose System of Record: Banner
Related information used to determine retirement benefits 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose System of Record: Banner
Summary pay year-to-date reports 65 years from last date of employment or 3 years past first distribution of retirement benefits, whichever comes first, then obtain State approval to dispose System of Record: Banner

Back to Top

Contracts

Contracts consist of legal agreements between the University and external entities conveying a "promise supported by consideration." Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Lease agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Contracts 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Affiliation agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Student placement agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Federal work study agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Medical rotation agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Faculty exchange agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Study abroad agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Event/facility use agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Athletic event agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Athletic game agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Athletic premium seat license agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Concessions agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Event agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Catering agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Conference agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Entertainment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Hotel agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Facility use agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Healthcare agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Patient/clinical care agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Provider/participation enrollment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Healthcare administrative agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Managed care agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Healthcare consulting agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Healthcare reimbursement agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Purchase of care agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Veterinary services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Intergovernmental agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Federal agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
State agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
County agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
City agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Museum agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Museum commissioning agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Museum loan agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Museum permanent donation agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Museum de-acquisition agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Non-disclosure agreements (non-research) 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
General non-disclosure agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Procurement non-disclosure agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Procurement agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Employment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Capital agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Professional services consultant agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Contractor agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Equipment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Equipment lease agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Equipment purchase agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Equipment lease to own agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Sponsored equipment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Rental equipment agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Equipment trial/loan agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Equipment maintenance agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Financial services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
General services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Memberships and subscription agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Professional and artistic services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Accounting services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Law services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Administrative services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Clinical psychology services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Marketing/media services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Information technology services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Medicine services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Dentistry services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Science/research services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Environment/land services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Publishing agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Publishing author/editor agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Publishing journal agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Publishing sales agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Real estate agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Real estate easement agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Real estate license agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Revenue generating agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Archival services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Conference services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Consulting services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Data collection services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Evaluation services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Geographical information system (GIS) services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Geological services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Laboratory services agreements (non-research) 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Student field experience agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Survey creation/development services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Test administration services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Translation services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Software agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Software license agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Software maintenance agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Software trial/loan agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Sponsorship agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Trade agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Transportation agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Transportation charter agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Training/course development services agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Academic credit course agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Non-credit course agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Program development agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Seminar/workshop agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Utilities agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Real estate sales agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)
Real estate acquisition agreements 10 years past the date of completion of the contract, then obtain State approval to dispose System of Record: 2011 and after: Illinois Contract System (iCS)
prior to 2011: Banner Document Management (BDM-Xtender)

Back to Top

Funded Research Grant Proposals and Reports

Funded Research Grant Proposals and Reports consist of documents related to approved externally-funded sponsored research projects developed for and submitted to the funding body by the project principle investigator(s). Retain departmental/unit duplicate copies and unsuccessful proposals until there is no longer a business or reference need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Final grant proposals 6 years after completion of the final report and transfer to University Archives Office of Record: UIC: Office of Research Services; UIS: Office of Research and Sponsored Programs; UIUC: Sponsored Programs Administration
System of Record: UIC and UIUC: July 2004-July 2016: InfoEd, after July 2016: Kuali Coeus database; UIS: ORSP Box space
Final project/grant reports 6 years after completion of the final report and transfer to University Archives  
Statistics 3 years after submittal of final report then obtain State approval to dispose  
Demographic data 3 years after submittal of final report then obtain State approval to dispose  
Executed grant agreements 6 years after completion of the final report and transfer to University Archives Office of Record: UIC: Office of Research Services; UIS: Office of Research and Sponsored Programs; UIUC: Sponsored Programs Administration
System of Record: UIC and UIUC: July 2004-July 2016: InfoEd, after July 2016: Kuali Coeus database; UIS: ORSP Box space

Back to Top

Unsuccessful Research Grant Proposals and Reports

Unsuccessful Research Grant Proposals and Reports consist of documents related to rejected applications for externally-funded sponsored research projects. These are categorized as non-records, which do not need State approval prior to disposal.

DocumentsSorted Ascending press space to sort Descending Recommended Retention Press space to sort Notes Press space to sort
Unfunded/Rejected grant proposals 1-3 years after submission of the proposal or application, depending on business or reference needs  

Back to Top

Identification Card Records

Identification Card (ID-Card) Records consist of documents related to the issuance, maintenance, and termination of identification cards to University students, staff, faculty, and guests. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Model of each agreement 5 years from creation of agreement and transfer to University Archives System of Record: iCard, Banner
Completed agreement forms between the University of Illinois and all parties receiving identification cards 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner
Signature cards 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner
Identification card authorization records 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner
Lost/stolen cards 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner
Identification card lost/stolen reports 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner
Reports 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner
Identification card logs showing daily activity 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner
Monthly and annual identification card detail reports (listing names and ID numbers of persons receiving ID-Cards, photographs, and meal plan information) 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner
Documentation related to the issuance or termination of ID-Cards 3 years after completion of service or date of creation, whichever applies, then obtain State approval to dispose System of Record: iCard, Banner

Back to Top

Primary Audience

This schedule will specifically help staff who support financial planning, who engage in some level of financial transaction management, and/or are responsible for financial reporting: such as those working in a department or college-level business office or the Office of Business and Financial Services.

Contributors

Our many thanks to the following contributors who worked with us to create this schedule through discussion, collaboration, input, and consensus:

  • Senior Associate Vice President Advisory Council – Michael Bass, Vanessa Peoples, Ginger Velazquez, Michael Bloechle, Gloria Keeley, Patrick Patterson, Joe Vitosky, Peter Newman
  • OBFS University Contract Records Office – Sara Williamson
  • OBFS Grants and Contracts – Amy Roessler
  • OBFS Business Information Systems – Michael LaPointe
  • University Counsel – Laura Clower
  • UIC University Archivist – Scott Pitol
  • UIS University Archivist – Tom Wood
  • UIUC University Archivist – Bill Maher