Record Keeping and Retention Procedure

Departmental Procedures

Fee-for-Service Educational Activities should have written departmental procedures which direct the day-to-day operations.  For example, FSEAs may develop the following departmental procedures:

• Rate development methodology
• Maintenance of usage logs
• Invoice Generation
• Direct business processes of the FSEA

FSEA departmental guidelines must comply with University policies and procedures.  Where differences exist, the University’s policies and procedures shall take precedence.

Documentation

It is the FSEA’s responsibility to maintain detailed records of all charges and to answer inquiries concerning those charges.  Documentation must be retained for a minimum of 8 fiscal years from the date the billing is entered into PeopleSoft.

Documents that must be maintained include, but are not limited to:

• Work papers showing how the billing rates were calculated
• Records supporting utilization or level of activity
• Billing records that identify the service provided to each user
• Effort reports of service center personnel
• Any other document required by the University rules and regulations

Contacts

Auxiliary Accounting: (352) 294-7236

Directive Statement