Record Retention Procedure for Packing Slips

Regardless of the purchasing method used, packing slips provided by the vendor should be retained in the appropriate files within the department business office. This documentation serves as receipt verification for the goods and/or services.

For purchase order transactions, the following procedure will fulfill the University's record retention requirements for packing slips:

1. There is no need to print electronic purchase orders; this step is optional.
2. When provided by the vendor, retain the packing slip or other order delivery documentation and note the associated purchase order number on the document.
3. Retain the annotated delivery documentation in the funding source file for audit/review purposes.
4. Retain documentation in accordance with the Record Retention Policy.

Purchasing Services will continue to provide the department with a copy of any non-electronic purchase order. If you have any questions, please contact Procurement@yale.edu.