We are currently reviewing our records retention policy as it relates to
sponsored programs at the University of Kentucky.  If you have a moment,
please help me understand how your payment documents are filed for records
retention purposes at your organization.

For example, we currently file all of our payment documents by a voucher
number.  These documents are processed by several different departments and
sent to a central file room.  These payment documents are filed by one
voucher number, instead of by individual account number.  We are
considering changing our filing procedures to aid in case of audit on
sponsored projects.

1)  Does your organization file all charges associated with sponsored
project in one file?

2)  Which office is responsible for keeping copies of all related papers?

3)  How long does your organization retain the files?

You may respond directly to me, rather than the list in order to keep
mailboxes uncluttered.  Thank you for your time.

Jennifer A. Miles, CPA
Accounting Manager Senior
University of Kentucky
Sponsored Projects Accounting
337 Peterson Service Bldg.
Lexington, Kentucky 40506-0005
Phone: (859) 257-3662
Fax:    (859) 323-1947

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