finance

Information typeKeep forKeep fromLegislation or business reason
VAT returnsCurrent year plus 6 yearsCreationAccounts and Audit Regulations 2003 No.533
Travel claims – e.g.rail warrants, bus ticketsCurrent year plus 6 yearsCreationAccounts and Audit Regulations 2003 No.533
Term maintenance instruction ordersCurrent year plus 3 yearsCreationBest practice
Purchase ordersCurrent year plus 6 yearsCreationTaxes Management Act 1970
Petty cash books and copy claim formsCurrent year plus 3 yearsCreationTaxes Management Act 1970
Order books and delivery notesCurrent year + 3 yearsCreationAccounts and Audit Regulations 2003 No.533
On-street parking finesCurrent year plus 6 yearsCreationLocal decision
InvoicesCurrent year plus 3CreationTaxes Management Act 1970
IncomeCurrent year plus 3CreationLocal Goverment Act 2003
Import and export documentsCurrent year plus 3CreationAccounts and Audit Regulations 2003
European – and other externally funded work and grant claimsVariable - dependent on grant terms and conditions but generally set at current year plus 12 (destroy only on authority of relevant managing authorityDate of final paymentEuropean Court of Auditors
Essential user lump sumsCurrent year plus 6CreationLocal decision based on remuneration rules
Credit and debit notes issued or receivedCurrent year plus 6CreationLimitation Act 1980
Contractors certificates and final accountsCurrent year plus 6CreationLimitation Act 1980
Database accounting records for schools – ONE systemCurrent year plus 6CreationLocal Government Act 2003
Cheques and counterfoilsCurrent year plus 6CreationLocal Government Act 2003
Cash booksCurrent year plus 6CreationLocal Government Act 2003
Car loansCurrent year plus 6End of loan/repaymentLocal decision
Budget – monitoringCurrent year plus 1CreationLocal business need
Budget – preparationCurrent year plus 1CreationLocal business need
Bank statements and paying in books – schools and other establishmentsCurrent year plus 6CreationLocal Government Act 2003
Annual accountsPermanentCreationLocal Government Act 2003
Accounts receivable – till rolls and receiptsCurrent year plus 6CreationLocal Government Act 2003
Accounts receivable – credit notesCurrent year plus 6CreationLocal Government Act 2003
Accounts receivable – invoicesCurrent year plus 6CreationLocal Government Act 2003
Finance – accounts payable claimsCurrent year +3 (*special dispensation allows reduction from 6 years)CreationLocal Government Act 2003 and Taxes Management Act 2003