Policy for Records Retention
Sedona Unitarian Universalist Fellowship
Records Retention Policy
SUUF will retain (paper/electronic) organizational and financial records as follows:
Corporate Records
Articles of Incorporation and Bylaws Permanent
Membership Meetings Minutes Permanent
Membership Registry Permanent
Board/Board Committee Meeting Minutes Permanent
Board Policies/Resolutions Permanent
IRS Application for Tax-Exempt Status (Form 1023) Permanent
IRS Determination Letter Permanent
Corporation Commission Annual Reports 7 years
General Correspondence 3 years
Accounting Records
Annual Financial Statements Permanent
General Ledgers and Journal Entries 7 years
Paid Bills, Expense Reports, 1099 Forms 7 years
Pledge and Receipts Records 7 years
Donor Records 7 years
Bank Records
Check Registers and Deposit Receipts 7 years
Bank Statements and Reconciliations 7 years
Electronic Fund Transfer Documents 7 years
Employee and Payroll Records
Payroll Registers 7 years
Payroll Tax Returns/Records, W2 Statements 7 years
Employment/Termination Agreements/Records 7 years after termination
Worker’s Compensation Records 5 years
I-9 Forms 3 years after termination
Other
Insurance Policies
Occurrence-based, Workers’ Compensation Permanent
Property, Claims-made 7 years
Real Estate, Stock and Bond Documents Permanent
Expired Leases/Contracts 7 years
Records will be stored in a safe, secure, and accessible manner.
The Treasurer is responsible for identifying records that have met the required retention period and overseeing their destruction.
Approved at Board of Trustees’ Meeting held December 15, 2023.