MasterCard Statements and Documentation (P-Card and Travel Card)

Records that document an unit's expenditures for office purchases and travel expenses. Records are kept in electronic and paper formats. File may include applications, master monthly billing statements, individual card holder's statements, billing summaries, number of charges, correspondence, and other related records.

Category

Finance

Maintainer

Finance Division

Retention Period

For non-grant related purchases retain for seven years after audit then dispose of. For grant related purchases retain for three years after submission of the final financial report or audit then dispose of. Offices should contact Office of Grants and Contract to verify that an audit has occurred.

Citation

O.C.G.A. 9-3-24

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008