Navigation Menu
- Returned and Unpaid Checks
- Collection Reports
- Collection Agency Inventories
- Student Bankruptcy Files
- Bad Debt Write-Offs
- Residential Life Reports
- Address Change Forms
- Restricted Credit Activity
- Enrollment Reports
- Non-Resident Tax Offset Credit
- Credit Holds & Released Holds
- Accounts Receivable Correspondence
- Paid Invoices (Mail Distribution)
- Monthly Billing Reports
- Overnight and Express Mail Receipts
- Summary/Statement of Accounts
- Collection Agency Invoices
- Returned Check Records
- Agreements
- Family and Student Housing/Apartment Records
- Returned 1098T Forms
- Account Receivable Purge
- Waiver Cards
- ACD Reports
- Cancellation Lists
- Enrolled Students With No Addresses
- Student Activity Fee Correspondence
- Exchange Program Records
- Medical and Veterinary Medicine Enrollment Records
- Non-Resident Alien Aid (NRA)
- Third Party Balancing Records
- Third Party Statements
- Refund Batches
- Credit Card Payment Records
- Table Changes
- CSAR Daily Balancing
- CSAR Daily Financial Transactions
- GSL Check Cards
- CSAR Monthly Reconciliation Reports
- Educational Assistance Forms
- Check Microfilm
- Master Cash Drawer Records
- Travel Advance Records
- Cashier Deposit Records
- Non-Resident Alien Withholding Records
- Check Stubs
ITEM NUMBER
1. Returned and Unpaid Checks
These records may include but are not limited to checks for student fees, payments to the Veterinary Hospital, conference payments and scholarship checks that did not clear.
Authorization Retention:
Retain for five years (5) or until paid, after paid, return to issuer of check.
2. Collection Reports
These records are reports, forms and activities on students in the collections cycle, and copies of "changes on accounts at collections agency forms."
Authorization Retention:
Retain for two (2) years, then destroy.
3. Collection Agency Inventories
These records are reports from collection agencies of students that have been placed with that agency.
Authorization Retention:
Retain for five (5) years, then destroy.
4. Student Bankruptcy Files
These are records of notifications received in the Cashier’s Office on students filing bankruptcies and of those bankruptcies, which have been granted by the courts.
Authorization Retention:
Retain records for ten (10) years after the courts have approved bankruptcy, then destroy.
5. Bad Debt Write-Offs
These records are write-off reports listing the students, write-off amount and transaction code and FBMO’s showing write-off amounts by FRS (Financial Records System) account code.
Authorization Retention:
Retain for ten (10) years and then destroy.
6. Residential Life Reports
These are records of reports listing residential life assessment and activity CSARDA15 (Consolidated Student Accounts Receivable DA-daily).
Authorization Retention:
Retain for one (1) year and then destroy.
7. Address Change Forms
These are records of address change forms and returned bills with no other forwarding addresses.
Authorization Retention:
Retain for two (2) years and then destroy.
8. Restricted Credit Activity
These are records of reports on restricted credit activity, such as percentage based credit and financial aid CSARDA30.
Authorization Retention:
Retain for six (6) months and then destroy.
9. Enrollment Reports
These are records of reports on students with academic activity, but no financial enrollment or assessment CSARRP45.
Authorization Retention:
Retain for one (1) year and then destroy.
10. Non-Resident Tax Offset Credit
These are records of applications for Missouri Non-Resident Tax Offset Credit and supporting documentation.
Authorization Retention:
Retain for five (5) years and then destroy.
11. Credit Holds & Released Holds
These are records of hold credit forms with name, date, amount owed and reason for credit hold. Holds and bad debt write-off forms are sent to the Cashiers Office by other departments. Holds and bad debts paid in full are to be moved to the Released Hold file.
Authorization Retention:
A. Credit Holds Not Paid - Retain for (10) years, then destroy.
B. Release Holds - Retain Released Hold files for five (5) years, then destroy.
12. Accounts Receivable Correspondence
These are records of correspondence to students.
Authorization Retention:
Retain for two (2) years and then destroy.
13. Paid Invoices (Mail Distribution)
These are copies of CRR’s on miscellaneous accounts receivable checks, including copies of the mail log for unidentified checks and any supporting documentation.
Authorization Retention:
Retain for two (2) years and then destroy.
14. Monthly Billing Reports
These are records of reports run at billing time listing students who have not paid the minimum payment and current students with holds on their accounts.
Authorization Retention:
Retain for six (6) months and then destroy.
15. Overnight and Express Mail Receipts
These are records of receipts by Overnight and Express mail deliveries.
Authorization Retention:
Retain for two (2) years and then destroy.
16. Summary/Statement of Accounts
These are records of the student’s accounts receivable transactions (CSARM030).
Authorization Retention:
Retain for fifteen (15) years and then destroy.
17. Collection Agency Invoices
These are records of invoices from collection agencies and copies of vouchers.
Authorization Retention:
Retain for five (5) years and then destroy.
18. Returned Check Records
These are copies of vouchers and CRR’s from returned check processing and worksheets from return check balancing.
Authorization Retention:
Retain for five (5) years and then destroy.
19. Agreements
These are records of agreements made with students for purposes of enrollment and/or payments.
Authorization Retention:
Retain for five (5) years and then destroy.
20. Family and Student Housing/Apartment Records
These are records of current and cancelled contracts on Family and Student housing, reports on monthly rent charges/credits for Family and Apartment Student housing (CSARM040) and damage reports on cancelled contracts.
Authorization Retention:
Retain for five (5) years after completion/cancellation of contract, then destroy.
21. Returned 1098T Forms
The 1098T form is covered by System Payroll Office Authorization 41-106.
Authorization Retention:
Returned 1098T forms are to be retained one year in the Cashiers Office, and then transferred to the System Payroll Office where the forms from the campuses are consolidated into one alphabetical file and retained for an additional four (4) years. Total retention time is five (5) years.
22. Account Receivable Purge
These are records of reports on student accounts receivable that have been purged.
Authorization Retention:
Retain for five (5) years and then destroy.
23. Waiver Cards
These are records of cards showing financial aid to be applied to a student’s account when the pending financial aid is not yet showing on the cashier’s computer.
Authorization Retention:
Retain for two (2) years and then destroy.
24. ACD Reports
These are records of the Automated Call Distribution Center to show/print out daily reports showing length of calls, length of waiting periods, number of people who hung up before calls were answered, etc. for accounts receivable.
Authorization Retention:
Retain for six (6) months and then destroy.
25. Cancellation Lists
These are records of the list of students whose classes were cancelled.
Authorization Retention:
Retain for one (1) year and then destroy.
26. Enrolled Students With No Addresses
These are records of students that enrolled with no addresses reports.
Authorization Retention:
Retain for six (6) months and then destroy.
27. Student Activity Fee Correspondence
These are records of student correspondence to have activity, computing, and/or late fees removed.
Authorization Retention:
Retain for one (1) year, then destroy.
28. Exchange Program Records
These are list of exchange students, correspondence from the international center, FBMO’s of FRS accounts for the exchange programs.
Authorization Retention:
Retain for five (5) years and then send to Archives for archival evaluation.
29. Medical and Veterinary Medicine Enrollment Records
These are a listing of student enrollments for Medical and Veterinary Medicine at the university.
Authorization Retention:
Retain for two (2) years and then destroy.
30. Non-Resident Alien Aid (NRA)
These are records of reports of taxable scholarships/fellowships provided to NRA’s.
Authorization Retention:
Retain for three (3) years and then destroy.
31. Third Party Balancing Records
These are records of FBMO’s pertaining to third party accounts, detail of transaction activity for third party transaction codes, lists of sponsor receivables and CRR’s recording money received from sponsors.
Authorization Retention:
Retain for five (5) years and then destroy.
32. Third Party Statements
These are records of statement copies sent to third party sponsors and associated correspondence.
Authorization Retention:
Retain for five (5) years and then destroy.
33. Refund Batches
These are records of CSARWK10 and CSARWK20 reports listing students scheduled to receive a refund from CSAR; batch detail inquiry screens listing students receiving credit card refunds.
Authorization Retention:
Retain for two (2) years and then destroy.
34. Credit Card Payment Records
These are records of coupons from the lockbox of credit card payments, list of TTVR credit card payments, slips from close out of credit card machines and credit card payments taken on front line.
Authorization Retention:
Retain for three (3) years and then destroy.
35. Table Changes
These are records of documentation on table changes in which dollar amounts that students are charged for classes and other available options, such as yearbooks, are input into tables that are read by the computer programs. Many fees for classes and other options changes yearly.
Authorization Retention:
Retain for two (2) years and then destroy.
36. CSAR Daily Balancing
These are records of the CSARDA40 report and associated daily balancing worksheets for balancing accounts receivable account codes.
Authorization Retention:
Retain for five (5) years and then destroy.
37. CSAR Daily Financial Transactions
These are records of journal rolls of daily financial transactions through the front line core system, batch entries (charges and credits to student accounts), reports of daily monies received through lockbox and reports of daily financial transactions with credit cards.
Authorization Retention:
Retain for five (5) years and then destroy.
38. GSL Check Cards
These are records of students who have come into the Cashiers Office and endorsed their scholarship or miscellaneous loan check. Cards include the students’ signature, date and amount of scholarship or miscellaneous loan.
Authorization Retention:
Retain for five (5) years and then destroy.
39. CSAR Monthly Reconciliation Reports
These are records of monthly reconciliation of FRS and CSAR’s.
Authorization Retention:
Retain for five (5) years and then destroy.
40. Educational Assistance Forms
These are records of the Employees’ Educational Assistance Program forms.
Authorization Retention:
Retain for five (5) years and then destroy.
41. Check Microfilm
These are cartridges of copies of checks processed by front line cashiers (student payments, MARS payments, checks cashed by employees, any check processed by the front line and sent to bank).
Authorization Retention:
Retain for five (5) years and then destroy.
42. Master Cash Drawer Records
These are records of daily master cash drawer report slips for balancing master cash drawer, records of cash into and out of master cash drawer (vouchers, check stubs, cash release authorizations, petty cash purchase vouchers reimbursements, receipts for checks issued forms for hand-drawn and emergency checks, log of cash advances granted from master cash drawer).
Authorization Retention:
Retain for five (5) years and then destroy.
43. Travel Advance Records
These are records of cash advancement for official travel expenses.
Authorization Retention:
Retain for five (5) years and then destroy.
44. Cashier Deposit Records
These are records of daily deposit slips from each front line cashier plus summary deposit.
Authorization Retention:
Retain for five (5) years and then destroy.
45. Non-Resident Alien Withholding Records
These are records of non-resident alien tax withholding records.
Authorization Retention:
Retain for three (3) years and then destroy.
46. Check Stubs
These are check stubs that have been signed by student when picking up refund check.
Authorization Retention:
Retain for two (2) years and then destroy.
Supersedes Records Retention Authorization 73-46.
Reviewed 2019-08-05