Office of the Controller Records, 1769-2009 (mostly 1921-2009)

Contents and Arrangement

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Collection Overview

Creator:

Princeton University. Office of the Controller.

Title:

Office of the Controller Records

Repository:

Princeton University Archives

Permanent URL:

http://arks.princeton.edu/ark:/88435/7w62f8221

Dates:

1769-2009 (mostly 1921-2009)

Size:

70 boxes, 173 Volumes

Storage Note:

This is stored in multiple locations.
Mudd Manuscript Library (scamudd): Boxes 1-37; 39-41; 51-71
ReCAP (scarcpph): Box 42-50

Language:

English

Abstract: Established in 1920, the Office of the Controller is responsible for the preparation of the University's annual audited financial statements, as well as financial and tax reports to several government agencies including the Internal Revenue Service. Consists of records produced by the Office of the Controller that document University financial matters.

Collection Description & Creator Information

Scope and Contents

The records produced by the Office of the Controller document University financial matters. Included among these materials are yearly university budgets and financial reports, indirect cost calculations, tax returns, payroll registers, and financial statements of various University organizations. Since the Controller has financial oversight of the entire University, the records provide information on costs and income as related to personnel, operations, facilities, campus organizations, and administration.

Collection Creator Biography:

Princeton University. Office of the Controller.

Established in 1920, the Office of the Controller is responsible for the preparation of the University's annual audited financial statements, as well as financial and tax reports to several government agencies including the Internal Revenue Service. The office also assists the University Treasurer in the administration of the University's debt program, and provides analytic support to the budget office. Additionally, the Office of the Controller is responsible for the integrity of the general ledger and the monthly reports to departments, and provides assistance to departments with their financial statements. The Office of the Controller also processes Interdepartmental Invoices and Journal Vouchers, distributes Accounts Payable checks, processes stop payment orders and replacement checks, and reconciles the University's numerous bank accounts.

Controllers of the university have been:

George C. Wintringer: 1920-1941

Gail A. Mills: 1941-1961

Wilbur M. Young: 1961-1975

Raymond J. Clark: 1975-1987

Henry Murphy: 1991-2004

Kenneth Molinaro: 2004-present

Collection History

Acquisition:: Periodic transfers from the Office of the Controller. Includes accessions AR.2006.054, AR.2009.109, and AR.2016.092, among others.
Appraisal: Some financial worksheets have been separated from the records. Ledgers containing transactional records were removed from the records according to the records retention schedule and in consultation with University Controller Kenneth Molinaro in 2018.
Processing Information: Finding aid created 2007. Revised 2016 and 2020 by Phoebe Nobles.

Access & Use

Conditions Governing Access

Series 1 is open for research. Series 2 through 8 are closed for a period of 30 years from the date of their creation. Materials older than 30 years that do not pertain to student academic performance, trustee issues, or faculty personnel matters are open. For more informaton, see the Access Policy For University Archives Collections.

Conditions Governing Use

Single copies may be made for research purposes. To cite or publish quotations that fall within Fair Use, as defined under U. S. Copyright Law, no permission is required. The Trustees of Princeton University hold copyright to all materials generated by Princeton University employees in the course of their work. For instances beyond Fair Use, if copyright is held by Princeton University, researchers do not need to obtain permission, complete any forms, or receive a letter to move forward with use of materials from the Princeton University Archives.

For instances beyond Fair Use where the copyright is not held by the University, while permission from the Library is not required, it is the responsibility of the researcher to determine whether any permissions related to copyright, privacy, publicity, or any other rights are necessary for their intended use of the Library's materials, and to obtain all required permissions from any existing rights holders, if they have not already done so. Princeton University Library's Special Collections does not charge any permission or use fees for the publication of images of materials from our collections, nor does it require researchers to obtain its permission for said use. The department does request that its collections be properly cited and images credited. More detailed information can be found on the Copyright, Credit and Citations Guidelines page on our website. If you have any questions, please feel free to contact us through the Ask Us! form.

Physical Characteristics and Technical Requirements

For preservation reasons, original analog and digital media may not be read or played back in the reading room. Users may visually inspect physical media but may not remove it from its enclosure. All analog audiovisual media must be digitized to preservation-quality standards prior to use. Audiovisual digitization requests are processed by an approved third-party vendor. Please note, the transfer time required can be as little as several weeks to as long as several months and there may be financial costs associated with the process. Requests should be directed through the Ask Us Form.

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