Official Records Retention Schedules

Please note: The official University of Iowa Records Retention schedules are currently under revision. Updates will be posted periodically. The official UI Health Care Records Retention Schedule is available separately to assist UI Health Care departments.

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 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

Tax Form PRDSUM- Employer Periodic Wage Reporting Summary

Category: Tax Records

Description:

Summary report filed monthly to IPERS.

Official Files Maintained by:
University Human Resources - Benefits Office

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tax Form UI-Kvafw995

Category: Tax Records

Description:

W-9 Supplemental Information - Tax Exempt Form filed at the request of the vendor. Records not typically considered confidential, however, some information included on the record may be considered confidential, (ex: SSN)

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

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Tenant Property

Category: Contracts, Real Estate and Leasing

Description:

Leases with visiting scholars, faculty, staff and students. Only student leases are considered confidential.

Official Files Maintained by:
UI Business Manager Office

UI Retention Guidelines: 10 Years from termination

Confidential: Yes
Vital: Yes

Tier II Reports

Category: Environmental Health & Safety

Description:

EPA/DNR Regulatory-required Tier II reports to alert local, county and state emergency and disaster service organizations for the location of stored large amounts of hazardous chemicals.

Official Files Maintained by:

UI Retention Guidelines: 5 Years

Confidential: No
Vital: Yes

Tort Claims - Non-litigated (including Vehicle Tort Claims )

Category: Risk Management, Insurance and Loss Prevention

Description:

Non-litigated Paid and Denied claims filed against the UI, including investigative material and settlement documents.

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

Traffic Accident Reports (State Involved)

Category: Public Safety & Security

Description:

Traffic Accident Reports Involving the State of Iowa and the University of Iowa owned vehicles occurring within UI DPS jurisdiction. Typically not considered confidential, with exception of 1) investigative records or 2) where release may cause a safety issue.

Official Files Maintained by:
UI Department of Public Safety

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

Transaction Source Documentation

Category: Grants and Awards

Description:

Source documentation to support or justify costs or financial decisions (if not available in central systems).

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

UI Retention Guidelines: 5 Years after award closeout

Confidential: Yes
Vital: Yes

Travel expense vouchers

Category: Purchasing, Accounts Payable and Travel

Description:

Travel expense vouchers are created and maintained in ProTrav. Typical supporting documentation would be receipts, airline itinerary, conference schedules, car rental receipt, hotel folio, etc. (See Operations Manual Chapter 22.1.d for specific requirements)

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

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

U-Bill Billing and Payment Records

Category: University Billing and Student Loans

Description:

A/R Billing/Payment histories, Type Code Payment Data, Dept. and Billing Payup Information for University billings sent through the U-Bill, Parental/Guardian consent for Minor Student charging privilege, Fee agreements for replacement ID card, etc.

Official Files Maintained by:
Treasury Operations

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

U-Bill Payment Authorizations

Category: University Billing and Student Loans

Description:

Electronic and Paper forms authorizing payments via ACH and Payroll Deduct, including policy acknowledgements, etc.

Official Files Maintained by:
Treasury Operations

UI Retention Guidelines: Permanent

Confidential: Yes
Vital: Yes

UI Component Units Financial Records

Category: Accounting and Financial

Description:

Financial reporting documents for component units included in the annual UI Financial Report. Consists of separate audit reports when they are prepared or supporting files and documentation.

Official Files Maintained by:
UI Accounting & Financial Reporting

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

UI Human Resources-sponsored Tuition and Development Grants/Awards (Employment)

Category: Personnel, Human Resources and Recruitment

Description:

UI Human Resources Sponsored Programs: Documents may include procedure/program information, applications, awards granted to UI employees utilizing UI funds to pay for tuition, receipts or requisitions related to payment of courses on behalf of employee, courses taken, etc. Restricted if contains identification information.

Official Files Maintained by:
University Human Resources - Learning & Development

UI Retention Guidelines: 5 Years

Confidential: Yes
Vital: Yes

UI Liquor License

Category: Risk Management, Insurance and Loss Prevention

Description:

Original applications, renewals, liquor license dram shop certificates, and correspondence.

Official Files Maintained by:
UI Risk Management

UI Retention Guidelines: 10 Years

Confidential: Yes
Vital: Yes

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