Record Retention Guide

The tax season has wrapped up, and with it, the annual ritual of sorting through receipts and tax forms. But once your tax payment or refund request is submitted, what's next for these documents?

Under federal law, you're required to keep copies of your tax returns and supporting documents for three years. This is known as the "three-year law," which leads to a common misconception that after this period, all documents can be discarded.

However, it's important to note that if the IRS suspects significant underreporting of income (by 25% or more), they have the authority to audit your records going back six years. Furthermore, in cases of suspected fraud or failure to file a return, there is no time limit on when they can initiate an audit.

For peace of mind and to ensure compliance, consider adhering to the following guidelines for document retention.

Business Documents Retention Guide

Business Records To Keep For One Year

  • Correspondence with Customers and Vendors

  • Duplicate Deposit Slips

  • Purchase Orders (other than Purchasing Department copy)

  • Receiving Sheets

  • Requisitions

  • Stenographer's Notebooks

  • Stockroom Withdrawal Forms

 Business Records To Keep For Three Years

  • Employee Personnel Records (after termination)

  • Employment Applications

  • Expired Insurance Policies

  • General Correspondence

  • Internal Audit Reports

  • Internal Reports

  • Petty Cash Vouchers

  • Physical Inventory Tags

  • Savings Bond Registration Records of Employees

  • Time Cards For Hourly Employees

 Business Records To Keep For Six Years

  • Accident Reports, Claims

  • Accounts Payable Ledgers and Schedules

  • Accounts Receivable Ledgers and Schedules

  • Bank Statements and Reconciliations

  • Cancelled Checks

  • Cancelled Stock and Bond Certificates

  • Employment Tax Records

  • Expense Analysis and Expense Distribution Schedules

  • Expired Contracts, Leases

  • Expired Option Records

  • Inventories of Products, Materials, Supplies

  • Invoices to Customers

  • Notes Receivable Ledgers, Schedules

  • Payroll Records and Summaries, including payment to pensioners

  • Plant Cost Ledgers

  • Purchasing Department Copies of Purchase Orders

  • Sales Records

  • Subsidiary Ledgers

  • Time Books

  • Travel and Entertainment Records

  • Vouchers for Payments to Vendors, Employees, etc.

  • Voucher Register, Schedules

 Business Records To Keep Forever

*While federal guidelines do not require you to keep tax records "forever," in many cases there will be other reasons you'll want to retain these documents indefinitely.

  • Audit Reports from CPAs/Accountants

  • Cancelled Checks for Important Payments (especially tax payments)

  • Cash Books, Charts of Accounts

  • Contracts, Leases Currently in Effect

  • Corporate Documents (incorporation, charter, by-laws, etc.)

  • Documents substantiating fixed asset additions

  • Deeds

  • Depreciation Schedules

  • Financial Statements (Year End)

  • General and Private Ledgers, Year End Trial Balances

  • Insurance Records, Current Accident Reports, Claims, Policies

  • Investment Trade Confirmations

  • IRS Revenue Agents' Reports

  • Journals

  • Legal Records, Correspondence and Other Important Matters

  • Minute Books of Directors and Stockholders

  • Mortgages, Bills of Sale

  • Property Appraisals by Outside Appraisers

  • Property Records

  • Retirement and Pension Records

  • Tax Returns and Worksheets

  • Trademark and Patent Registrations

Personal Documents Organization

Keep for One Year:

  • Bank Statements

  • Paycheck Stubs (reconcile with W-2)

  • Canceled checks

  • Monthly and quarterly mutual fund and retirement contribution statements (reconcile with year-end statement)

 Keep for Three Years:

  • Credit card statements

  • Medical bills (for potential insurance disputes)

  • Utility records

  • Expired insurance policies

 Keep for Six Years:

  • Tax-Related Supporting Documents

  • Medical bills (if tax-related)

  • Wage garnishments

  • Sales receipts

  • Accident Reports and Claims

  • Property records/Improvement Receipts

  • Other Tax-Related Bills

 Keep Indefinitely:

  • CPA Audit Reports

  • Legal Records

  • Income Tax Returns

  • Income Tax Payment Checks

  • Retirement and Pension Records

  • Investment trade confirmations

  • Property records / Improvement receipts

  • Important correspondence

 Special Circumstances

  • Car Records (keep until the car is sold)

  • Credit Card Receipts (keep with your credit card statement)

  • Insurance Policies (keep for the life of the policy)

  • Mortgages / Deeds / Leases (keep 6 years beyond the agreement)

  • Pay Stubs (keep until reconciled with your W-2)

  • Property Records / improvement receipts (keep until property sold)

  • Sales Receipts (keep for life of the warranty)

  • Stock and Bond Records (keep for 6 years beyond selling)

  • Warranties and Instructions (keep for the life of the product)

  • Other Bills (keep until payment is verified on the next bill)

  • Depreciation Schedules and Other Capital Asset Records (keep for 3 years after the tax life of the asset)

 

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