The retention of Purchasing
records is in accordance with the standards as set forth
in the Arizona Community College District Uniform System
of Accounting and Financial Reporting.
Formal Bids for construction and
Requests for Proposals for architects, engineers and
related professionals: Supporting
documentation and summaries for the process are kept
indefinitely. Submittals from non-successful bidders
and proposers are kept for three years from completion
of the project.
Formal
Bids and Requests for Proposals: Supporting
documentation and summaries for the process
as well as additional back-up materials
are kept for three years after close
of the fiscal year in which they were
received.
Purchase
Orders,
Requisitions
and
Vendor
Invoices
are
kept
for
three
years
after
close
of
the
fiscal
year
in
which
they
were
processed.
Leases,
Contracts
and
other
agreements
are
maintained
for
a
period
of
six
years
after
expiration
of
the
agreement.
Disclosure
of
Substantial
Interest
forms
are
kept
for
three
years
after
close
of
the
fiscal
year
in
which
they
were
received.
Records
will
be
kept
longer
if
audits
were
not
performed
in
a
timely manner. In this case, these records will be maintained
for a period of three years after completion of that audit.
