Records Retention Policy
BYU-Hawaii records will be retained based on the following guidelines.
| PAYROLL |
| W-2's |
Forever |
| Year-end payroll registers |
10 Years |
| Bi-weekly & semi-monthly payroll registers |
5 Years |
| Canceled checks |
5 Years |
| Bank reconciliation's |
5 Years |
| Time sheets |
5 Years |
ACCOUNT PAYABLE
|
| Invoices |
5 Years |
| Canceled checks |
5 Years |
ACCOUNT RECEIVABLE
|
| Sub ledgers |
10 Years |
| CASH RECEIPTS |
| Receipts |
10 Years |
| GENERAL LEDGER |
| Year-end ledgers & financial statements |
Forever |
| Monthly ledgers & financial statements |
5 Years |
| Posting & journal entry reports |
5 Years |
| Journal entries and supporting documents |
5 Years |
| Support for current balance sheet items |
As long as item exists |
The Financial Services office retains all original records for university financial transactions based on the schedule above. Individual departments may retain their duplicate copies of such transactions at their own discretion. Original documents (cash register tapes, worksheets, etc) should be maintained by departments according to the schedule above.
For more Financial Services Information call (808) 675-3380
