It is the EXPENDING department's responsibility to maintain documentation for an audit trail for all types of transactions. The department must also keep any necessary backup that will assist during an audit. The following is a list of most documents, but is not all inclusive.

TRANSACTIONS/DOCUMENTS

Journal Entries
Internal Charges
Cash Receipts
Vendor Payments
Employee Expense Vouchers
Purchasing Card Documentation
Interagency Billing Transactions (IBTs)

The time period of record retention is dependent on the SAP cost object.

• Cost Center - Current year plus the previous five fiscal years.
• WBS Elements - Three fiscal years after the close of the grant.