Home > General Schedule, Records Management > Municipal Schedules to be Removed in Update 3/4

Municipal Schedules to be Removed in Update 3/4

January 31, 2017

Listed here are municipal financial retention schedules to be overwritten by the new financial schedules approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new schedule on our website.

The State Auditor’s Office also reviewed the schedule before it was seen by the State Records Committee. We hope this schedule will make the retention of many financial records simpler to manage.

Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the  general retention schedule. If you have any questions, please call us at 801-531-3863.

LOCAL GOVERNMENT ACCOUNTS PAYABLE RECORDS (Local Schedule 5-35)
These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.
Retention: 4 years and then destroy.
__________________________________
INTERDEPARTMENTAL BILLINGS (MUN 5-13)
These are accounting documents that request the transfer of funds between departments for services rendered or materials purchased.
RETENTION: Retain for 3 years and then destroy. (Approved 03/1989)

INVESTMENT ACCOUNTING DAILY SHEETS (MUN 5-14)
These are summaries of daily incomes and daily quote sheets prepared by the investment officer. They include the quotation/identification of investments bought and sold.
RETENTION: Retain for 3 years and then destroy. (Approved 11/1996)

RECEIPTS (MUN 5-16)
These are receipts issued for money received into municipal accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.
RETENTION: Retain for 3 years and then destroy. (Approved 03/1989)

REFUND REQUEST (MUN 5-17)
This is a form signed by the customer which requests a refund of monies paid to the agency.
RETENTION: Retain for 3 years and then destroy. (Approved 03/1989)

STATE TREASURER’S DEPOSITS (MUN 5-35)
These are multi-copy deposit forms which accompany agency deposits to the State Treasurer’s Office. These records also serve as a receipt of deposit.
RETENTION: Retain for 3 years and then destroy. (Approved 11/1996)

SUBSIDIARY LEDGER AND JOURNALS FILES (MUN 5-20)
These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.
RETENTION: Retain for 3 years and then destroy. (Approved 03/1989)

 

  1. Jami Phillips
    January 31, 2017 at 1:44 pm

    Dear Rebekkah:

    Will you tell me why “Receipts (MUN 5-16), Subsidiary Ledger and Journals Files (MUN5-20) and Unclaimed Checks/Warrants (MUN 5-36) are listed below in this email? because they haven’t changed. Will you be changing them on March 4th? If so, what are the new numbers?

    Thank you for the clarification. J

    *Jami L. Phillips*

    Secretary

    Cottonwood Improvement District

    8620 S. Highland Drive, Sandy, UT 84093

    Tel ♦ 801-943-7671 ♦ Fax 801-943-1077

    *jamis@cid.utah.gov*

    *www.cottonwoodimprovement.org*

    *From:* Records Keepers – Utah State Archives [mailto: comment-reply@wordpress.com] *Sent:* Tuesday, January 31, 2017 1:43 AM *To:* jamis@cid.utah.gov *Subject:* [New post] Municipal Schedules to be Removed in Update 3/4

    rebekkahshaw posted: “Listed here are municipal financial retention schedules to be overwritten by the new financial schedules approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new”

  2. rebekkahshaw
    February 2, 2017 at 1:44 pm

    Jami,
    The Unclaimed Checks/Warrants has been removed from this blogpost. This will be made obsolete at a later date because it’s for records maintained by the State Treasurer. That’s my error. Sorry about that.
    MUN 5-16 and 5-20 don’t have a change in retention, but these records are covered under the updated schedule (CO 5-34), so they will be removed from the website.
    Changes will be made as we get to them, but please know if you have any record series with us I will contact you before any record series retention is changed in our system.
    ~Rebekkah Shaw

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