Official Records Retention Schedules

Please Note: The UI Official Records Retention schedules are currently under revision. Updates will be posted periodically.

These retention schedules are designed to assist University departments in preserving Official Records appropriately while providing economy and efficiency in the creation, organization, maintenance, use, and disposition of records.

Search Criteria

Administrative Unit: represents either the administrative unit responsible for establishing the Official Record retention criteria OR the Administrative Unit responsible for maintaining the Official Records identified.

Confidential: indicates Official Records that contain information of various sorts that the University receives and holds confidential unless otherwise ordered by a court, by the lawful custodian of the records or by another person duly authorized to release such information. Examples include: student records, medical records, personnel records, etc.

Vital: indicates Official Records that contain information considered essential for the operations of a department (and/or the University) and includes information that may prevent a department from incurring serious liability or risk, or that would be extremely costly to replace. In the event of a disaster, this information, if destroyed, would make it difficult for a department to conduct normal business activities.

Export the full list of Official Record Retention Schedules available to date – or use the search criteria below for a more targeted search.

Tax Form 1099-MISC

Category: Tax Records

Description:

Form filed annually with IRS by UI Accounts Payable regarding miscellaneous income paid to recipients.

Official Files Maintained by:
UI Purchasing, Accounts Payable and Travel

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 1120 - U.S. Corporation Income Tax Return

Category: Tax Records

Description:

Income Tax Return filed annually with IRS for U of I Health System Inc. and Subsidiaries.

Official Files Maintained by:
UI Health Care

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 1120-PC

Category: Tax Records

Description:

U.S. Property and Casualty Insurance Company Income Tax Return filed annually with IRS for Iowa Medical Mutual Insurance Co. (IMMIC)

Official Files Maintained by:
UI Health Care

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 35-003 (Construction Contract Claim for Refund)

Category: Tax Records

Description:

Iowa Sales Tax Treatment for Construction Contracts filed by Purchasing with Iowa Dept. of Revenue & Finance based on Form 35-002 provided by Contractor on certain types of construction orders.

Official Files Maintained by:
UI Purchasing, Accounts Payable and Travel

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

Tax Form 40 North Dakota Income Tax Return

Category: Tax Records

Description:

Unrelated business income tax return filed annually with the North Dakota Department of Revenue by the Controller's Office.

Official Files Maintained by:
UI Tax Manager - Controller's Office

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 4804

Category: Tax Records

Description:

Transmittal of Information Returns Reported Magnetically/Electronically filed annually with IRS by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 6559

Category: Tax Records

Description:

Transmitter Report and Summary of Magnetic Media filed annually with Social Security Administration by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 720 - Quarterly Federal Excise Tax Return

Category: Tax Records

Description:

PCORI fee from the Affordable Care Act payable annually from 2013 - 2019; filed annually with IRS by July 31.

Official Files Maintained by:
University Human Resources - Benefits Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 8038-GC

Category: Tax Records

Description:

Information Return for Small Tax-Exempt Governmental Bond Issues, Leases, and Installment Sales filed on or before the 15th day of the second calendar month after the close of the calendar quarter in which the issue is issued with IRS for copier l

Official Files Maintained by:
UI Purchasing, Accounts Payable and Travel

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 8282 - Donee Information Return

Category: Tax Records

Description:

Filed with IRS when donated property received is sold within 3 years. Filed only if UI sells or disposes of charitable deduction property within 3 years of receipt. (Dept.

Official Files Maintained by:
UI Tax Manager - Controller's Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 8300

Category: Tax Records

Description:

Report of Cash Payments Over $10,000 Received in a Trade or Business. Must be filed with IRS w/in 15 days of receipt of cash.

Official Files Maintained by:
Local Department responsible for creating or overseeing the record

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 941

Category: Tax Records

Description:

Employer's Quarterly Federal Tax Return filed quarterly with IRS by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 945

Category: Tax Records

Description:

Annual Return of Withheld Federal Income Tax filed annually to IRS by Accounts Payable.

Official Files Maintained by:
UI Purchasing, Accounts Payable and Travel

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form 990 - Return of Organization Exempt from Income Tax

Category: Tax Records

Description:

Return filed annually with IRS on behalf of tax exempt entities controlled by the University of Iowa.

Official Files Maintained by:
Local Department responsible for creating or overseeing the record

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 990-PF Return of Private Foundation

Category: Tax Records

Description:

Return filed annually with IRS for Lelia Lintner and Goldia Linter Scholarship Trusts.

Official Files Maintained by:
UI Tax Manager - Controller's Office

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Tax Form 990T

Category: Tax Records

Description:

Exempt Organization Business Income Tax (Unrelated Business income Tax) filed annually with IRS by the Controller's Office.

Official Files Maintained by:
UI Tax Manager - Controller's Office

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form IA 1120

Category: Tax Records

Description:

Iowa Corporation Income Tax (UBIT) Return filed annually with Iowa Dept. of Revenue & Finance by the Controller's Office.

Official Files Maintained by:
UI Tax Manager - Controller's Office

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form IA-44-095

Category: Tax Records

Description:

Iowa Employer's Quarterly Withholding Tax Return filed quarterly with Iowa Dept. of Revenue & Finance by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form IA-44-105

Category: Tax Records

Description:

Iowa Employer Withholding Tax Payment filed semi-monthly with Iowa Dept. of Revenue & Finance by UI Payroll.

Official Files Maintained by:
University Human Resources - Payroll

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form PRDSUM Employer Remittance Advice

Category: Tax Records

Description:

Report/form filed monthly with IPERS.

Official Files Maintained by:
University Human Resources - Benefits Office

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

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