Receipts
Original receipts for purchases and travel.
Travel receipts reimbursed prior to 7/1/2009 must be retained for ten years, as electronic attachments were not mandated before then.
As of 7/1/2019, itemized receipts for Travel & Hospitality card charges must be uploaded to the associated transaction in Workday (expense report) for any hospitality transactions, hotel charges (final hotel folio), or travel expense transactions exceeding $75. Hard copies of receipts that are uploaded need to be kept for only one year from the date of the transaction. Electronic records will be held in Workday for 10 years.
Purchasing Card receipts reallocated prior to 3/1/2014 must be retained by the primary funding department for ten years, as electronic attachments were not mandated before then.
As of July 1, 2019, itemized receipts for Purchasing Card charges must be uploaded to the associated transaction in Workday. Hard copies of receipts that are uploaded need to be kept for only one year from the date of the transaction. The electronic copy will be held in Workday for 10 years.
Retention may be longer for receipts related to sponsored programs. SEE ALSO: Sponsored Programs.
See listings under "Accounting Transactions"
Travel receipts reimbursed prior to 7/1/2009 must be retained for ten years, as electronic attachments were not mandated before then.
As of 7/1/2019, itemized receipts for Travel & Hospitality card charges must be uploaded to the associated transaction in Workday (expense report) for any hospitality transactions, hotel charges (final hotel folio), or travel expense transactions exceeding $75. Hard copies of receipts that are uploaded need to be kept for only one year from the date of the transaction. Electronic records will be held in Workday for 10 years.
Purchasing Card receipts reallocated prior to 3/1/2014 must be retained by the primary funding department for ten years, as electronic attachments were not mandated before then.
As of July 1, 2019, itemized receipts for Purchasing Card charges must be uploaded to the associated transaction in Workday. Hard copies of receipts that are uploaded need to be kept for only one year from the date of the transaction. The electronic copy will be held in Workday for 10 years.
Retention may be longer for receipts related to sponsored programs. SEE ALSO: Sponsored Programs.
See listings under "Accounting Transactions"
Last updated: 09 Jan 2025
Active Retention
Retention: 1 year from the date of the transaction - for hard copy, original receipts
Managed By: Primary funding department
Inactive Retention
Retention: 10 fiscal years – for the uploaded electronic copy
Stored By: Workday
Data Classification
Unrestricted, provided confidential material is deleted
Disposal Method
Confidential destruction if record contains any sensitive content
Resources
Category
For questions about this record type, contact: Controller's Department