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Updating School District Budget Records

February 23, 2017

Listed here are five financial retention schedules to be overwritten by the new financial schedule 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.

Budget Records (SG 7-67)
These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
Retention: 4 years and then destroy.  (Approved 12/2016)
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Budget Apportionment Records (SD 3-2)
These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.
Retention: Retain for 5 years after close of the fiscal year and then destroy. (Approved 12/1996)

Budget Background Records (SD 3-3)
These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.
Retention: Retain for 2 years and then destroy. (Approved 12/1996)

Budget Information Files (SD 3-4)
These files document the adoption of the district’s annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting the budget.
Retention: Retain for 1 year after budget has been adopted and then destroy. (Approved 12/1996)

Budget Working Files (SD 3-5)
These files contain working papers used to assist in the preparation of district’s budgets and to justify budget requests presented to the school board. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.
Retention: Retain for 1 year after the close of the calendar year covered by the budget and then destroy. (Approved 12/1996)

Uniform School Budget Report (F-16) (SD 3-8)
This is the district’s annual budget report submitted to the State Office of Education. It is used to create the annual budget on funding levels and expenditures for education in Utah. It includes a summary statement of revenues, expenditures, and changes in unappropriated fund balances, unrestricted grants-in-aid, minimum school programs, uniform school district budget reports broken down by expenditures, revenues, funds, and sources, as well as information concerning property tax.
Retention: Retain for 5 years and then destroy. (Approved 12/1996)

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