Municipal Schedule 10
Purchasing Records - Active

 

 

Invoices (MUN 10-5)

These records document the procurement of goods and services for the municipality. They usually include the date, number of items received, descriptions of items, invoice number, purchase order number, vendor, unit and total price of goods. Invoices are usually part of the accounts payable files or purchase order files.

Retention

Retain for 4 years and then destroy.

(Approved 12/1997)

 

Purchase Orders (MUN 10-1)

These are records authorizing the purchase of supplies or equipment by the municipality. They contain the name of the requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.

Retention

Retain for 4 years and then destroy.

(Approved 03/1989)

 

Purchase Requisition Files (MUN 10-8)

These files contain requisitions for supplies and equipment for current inventory.

Retention

Retain for 4 years and then destroy.

(Approved 11/1996)

 

Real Estate Acquisition Files (MUN 10-13)

These records document the purchase of real property by the municipality. They include the contract and related correspondence.

Retention

Retain for 7 years after unconditional sale of property and then destroy.

(Approved 12/1997)

 

Tax Exemption Records (MUN 10-14)

These records document the municipality's sales tax exemption for specific purchases. They include tax exemption certificates and related records.

Retention

Retain for 3 years after period covered by related account and then destroy.

(Approved 12/1997)

 

Vendor List (MUN 10-3)

This is a list of vendors providing goods and services to the municipality. It usually includes names of vendors, addresses, telephone numbers, and descriptions of goods or services provided.

Retention

Retain until updated or superseded and then destroy.

(Approved 11/1996)

 

Vouchers (MUN 10-4)

This is an official authorization to pay on a claim or bill. Includes name of department fund, check number, date, amount of claim, transmittal sheet number, and authorizing signature.

Retention

Retain for 4 years and then destroy.

(Approved 03/1989)

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Page Last Updated April 17, 2017 .