State Agency Schedule 7 Financial Records

 

ACCOUNTING ADMINISTRATIVE FILES (Item 7-1)

Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

ACCOUNTS RECEIVABLE INVOICES (Item 7-2)

Invoices billing non-state agencies or institutions for supplies, services or repairs provided by an agency.

RETENTION

Record copy:

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

AMERICAN EXPRESS MONITORING REPORT (Item 7-5)

Report generated by American Express showing expenditures made by state employees on agency American Express Cards.

RETENTION

Record copy: Retain by the Division of Finance for 3 years and then destroy.

Duplicate copies: Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

AUDITOR'S FINANCIAL REPORT (Item 7-7)

Report prepared by internal or external auditors as a result of a financial audit.

RETENTION

Record copy: Retain by agency for 4 years and then transfer to State Archives.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

BANK DAILY TOTALS (Item 7-8)

Daily report from bank that is used for reconciliation.

RETENTION

Record copy: Retain by the State Treasurer's Office for 1 year and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

BANK STATEMENTS (Item 7-9)

Cancelled checks, debit/credit memoranda, deposit slips, and monthly reconciliations.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

BOND OFFICIAL TRANSCRIPTS (Item 7-10)

Official files regarding authority to permit bond negotiations with paying agent.

RETENTION

Record copy: Permanent. Retain by the State Treasurer's Office for 3 years after bond expires and then transfer to State Archives with authority to weed.

Duplicate copies: Retain until paid or cancelled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

BOND REGISTRATION FILES (Item 7-11)

Issuing agent's copies of bond registration stubs.

RETENTION

Record copy: Retain for 2 years and then destroy.

Duplicate copies: Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 07/90)

BONDS, NOTES AND COUPONS PAID (Item 7-12)

Coupons and notes redeemed throughout the lifetime of the bond.

RETENTION

Record copy: Retain by the State Treasurer's Office until redeemed by paying agency and then destroy.

Duplicate copies: Retain until redeemed by paying agency and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

CASH RECEIPT TRANSACTION FORM (FI-33) (Item 7-17)

Cash receipt transaction forms accompanying agency deposits to the State Treasurer's Office.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

CASH RECEIPTS (Item 7-13)

Agency copy of receipts given to customers who pay the agency for services rendered.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain until obsolete or for 3 years, whichever is first, and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

COLLECTION BONDS (Item 7-14)

Collection agency bonds are bonds filed by collection agencies in the state.

RETENTION

Record copy: Retain by agency for 7 years after bond expiration and then destroy.

Duplicate copies: Retain for 2 years after expiration and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

COST ACCOUNTING REPORTS (Item 7-15)

Reports maintained by receiving and reporting units, which document how much it costs an entity to provide a service and the fee they charge for that service.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

COST REPORT DATA FILES (Item 7-16)

Ledgers and forms used to accumulate data for use in cost reports.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

EXPENDITURE ACCOUNTING GENERAL CORRESPONDENCE AND SUBJECT FILES (Item 7-19)

Correspondence or subject file maintained by operating units responsible for expenditure accounting, pertaining to their internal operations and administration.

RETENTION

Record copy: Retain for 2 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

EXPENDITURE ACCOUNTING POSTING AND CONTROL FILES (Item 7-20)

Records used as posting and control media, subsidiary to the general and allotment ledgers, and not elsewhere covered in this schedule.

RETENTION

Retain by agency for 7 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/01)

FINANCIAL INFORMATION NETWORK (FI-NET) NON-PAYMENT RECORDS (Item 7-54)

Records that document receipt of cash or transfers between state agencies in the state acounting system, and other relevant information. Includes cash receipts (CR), inter-agency transactions (IAT), and revenue (IN) transactions.

RETENTION

Record copy: Retain for 3 years after the end of the fiscal year in which they were initiated and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/96)

FINANCIAL INFORMATION NETWORK (FI-NET) PAYMENT RECORDS (Item 7-53)

Records processed through the state accounting system that document the expenditure of cash and the appropriate supporting information. Includes payment invoices, purchasing records, and travel reimbursements.

RETENTION

Record copy: Retain for 7 years after the end of the fiscal year in which they were initiated and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/96)

FINANCIAL INFORMATION NETWORK (FI-NET) REPORTS (Item 7-55)

Reports of accounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, accounting reports, and bank reconciliations.

RETENTION

Record copy: Retain by the Division of Finance for 7 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/96)

FINANCIAL INFORMATION RESOURCES SYSTEM (FIRMS) PERIODIC REPORTS (Item 7-21)

Includes the following: FICAA01T Trail balance monthly. FICAA05P Outstanding encumbrance. FICAA09P Outstanding reservation. FICAA10P Cash deposits. FICAA30P General ledger activity. FICAA85P Revenue and expenditure status by fund. FICAED01 Expenditure detail by sub-account. FICAES01 Expenditure status by sub-account. FICAES02 Work program/expenditure comparison by summary account. FICARD01 Revenue detail by sub-account within organization. FICARS01 Revenue status by sub-account. FICARS02 Estimated revenue/realized revenues. FICAER01 Expenditure/revenue summary by level 2. FICAMP01 Revenue account status by activity other than Department of Transportation. OBSOLETE RECORD SERIES BY 1998.

RETENTION

Record copy: Retain by the Division of Finance for 5 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302 (1)(e) (2008)

(Approved 07/90)

FINANCIAL INFORMATION RESOURCES SYSTEM (FIRMS) YEAR END REPORT (Item 7-22)

Yearly or period 13 edition of FIRMS reports. OBSOLETE RECORD SERIES BY 1998.

RETENTION

Record copy: Retain by the Division of Finance for 10 years and then destroy.

Duplicate copies: Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302 (1)(e) (2008)

(Approved 07/90)

FREIGHT FILES (Item 7-23)

Records relating to freight, consisting of export certificates, transit certificates, demurrage card, record books, shipping documents pertinent to freight classification, memorandum copies of government or commercial bills of lading, shortage and demurrage reports, and all supporting documents, including records relating to the shipment of household goods.

RETENTION

Record copy: Retain by agency for 3 years after the period of the account and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

FREIGHT SCHEDULES OF LOST OR DAMAGED SHIPMENTS (Item 7-24)

Schedules of valuables shipped, correspondence, memoranda, reports and other records relating to shipments that were damaged in transit.

RETENTION

Record copy: Retain by agency for 3 years after restitution is made and then destroy.

Duplicate copies: Retain until restitution is made and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

GENERAL ACCOUNTING LEDGER (Item 7-25)

General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.

RETENTION

Record copy: Retain for 7 years and then destroy.

Duplicate copies: Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

JOURNAL ENTRY RECORDS (Item 7-52)

Entries listing adjustments to an organization's credit or debit financial statements. They contain the Division of Finance form FI-35, which lists the credit or debit adjustment, explanation of entry, and approval signature.

RETENTION

Record copy: Retain by the Division of Finance for 10 years and then destroy.

Duplicate copies: Retain by agency for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/92)

PERFORMANCE BONDS (Item 7-30)

Bonds made payable to the state conditional to the performance of all activity requirements and state and federal law.

RETENTION

Record copy: Retain by agency for 7 years after expiration and then destroy.

Duplicate copies: Retain for 2 years after epiration and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

PERSONAL SURETY BONDS (Item 7-31)

Official copies of the bond and attached powers of attorney.

RETENTION

Record copy: Retain by agency for 15 years after bond becomes inactive and then destroy.

Duplicate copies: Retain until bond becomes inactive and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

PETTY CASH RECORDS (Item 7-33)

Records which verify all monies received or expended through a petty cash account. Includes cash receipts, adding machine tapes, daily accounting records, reconciliation, transmittals, etc.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

REAL ESTATE PURCHASE WARRANT REQUESTS (Item 7-51)

Documentation of the purchase of real estate by a government agency.

RETENTION

Record copy: Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

REFUND REQUESTS (Item 7-35)

Form signed by the customer which requests a refund of monies paid to the agency.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain until administrative need ends, not to exceed 3 years, and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

STATE GENERAL OBLIGATION BONDS (Item 7-36)

Bonds authorized by the Legislature under the guidance of the State Bonding Committee of which the State Treasurer is a member. They represent an obligation by the State, and are supported by the full faith and credit of the State. They have terms of 5-7 years. Interest is paid semi-annually on January 1 and July 1. New issues are all book-entry bond coupons.

RETENTION

Record copy: Retain for 1 year after paid or cancelled and then destroy.

Duplicate copies: Retain for 1 year after paid or cancelled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

STATE REVENUE BONDS (Item 7-37)

Files which document the obligations of the State support by a specific revenue source. They are generally terms of 3-20 years. The most common are State Revenue Bonds which include leases and rentals. They have interest paid semi-annually.

RETENTION

Record copy: Retain for 1 year after paid or cancelled and then destroy.

Duplicate copies: Retain for 1 year after paid or cancelled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

STORES ACCOUNTING FILES (Item 7-38)

Files used for the acquisition of items purchased through the Division of Central Stores. Information includes accounting records and returned items form.

RETENTION

Record copy: Retain by the Division of Central Stores for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

STORES ACCOUNTING WORK PAPERS (Item 7-39)

Work papers used in accumulating stores accounting data.

RETENTION

Record copy: Retain for 2 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

STORES INVOICE FILES (Item 7-40)

Invoice or equivalent records used for stores accounting purposes.

RETENTION

Record copy: Retain for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

TAX AND REVENUE ANTICIPATION NOTES (Item 7-41)

Short-term notes which are revenue supported. They are issued by the State Treasurer for a term of less than 1 year.

RETENTION

Record copy: Retain for 1 year after paid or cancelled and then destroy.

Duplicate copies: Retain for 1 year after paid or cancelled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

TELEPHONE BILLS (Item 7-43)

Bills which document calls made from state offices and state cellular phones. Bills also include the number called and the length, time, and date of phone call.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

TRAVEL AND REIMBURSEMENT FILES (Item 7-44)

Correspondence, forms, and related records pertaining to agency travel and transportation functions, including records relating to reimbursement of employees. Records may include travel authorizations, per diem vouchers, transportation requests, hotel reservations, and any other supporting records documenting official travel by employees, officers, dependents, or others authorized to travel.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

VENDOR PAYMENT VOUCHERS - CANCELED (Item 7-50)

Documentation used to input data about cancelled warrants. The information is used to ensure that funds are accurately credited to proper agency Financial Information Network (FI-NET) accounts.

RETENTION

Record copy: Retain for 7 years and then destroy.

Duplicate copies: Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302 (1)(e) (2008)

(Approved 07/90)

WARRANT/CHECK (Item 7-47)

Actual warrant or check cut from warrant request to pay for services rendered.

RETENTION

Record copy: Retain until redeemed and imaged by the bank. Maintain imaged copy by the Division of Finance for 7 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302 (1)(e) (2008)

(Approved 07/90)

WARRANT/CHECK - LOST (Item 7-48)

Legal documentation explaining and justifying a lost warrant, so that a new one can be issued.

RETENTION

Record copy: Retain by the Division of Finance for 7 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302 (1)(e) (2008)

(Approved 07/90)