Home > General Schedule, Records Management > Updating Municipal Budget Records 2/2

Updating Municipal Budget Records 2/2

March 29, 2017

Listed here are six 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.

New Schedule:

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)

Old Schedules Being Replaced:

Budget Message (MUN 3-6)
This message accompanies the tentative budget and is submitted by the budget officer to the governing body and explains the budget, contains an outline of the proposed financial policies of the municipality for the budget year, and describes the important features of the budgetary plan (Utah Code 10-6-111 (1997)).
Retention: Retain for 2 years after the close of the calendar year covered by the budget. (Approved 11/1996)

Budget Working Files (MUN 3-9)
These files contain working papers used to assist in the preparation of municipal budgets and to justify budget requests presented to the city council. 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 2 years after the close of the calendar year covered by the budget. (Approved 11/1996)

Periodic Budget Reports (MUN 3-7)
These are routine budget reports prepared monthly or quarterly. They document the status of city appropriation accounts and apportionment and are only used for reference purposes. The reports are prepared for the council and mayor.
Retention: Retain for 1 year or until administrative need ends and then destroy. (Approved 06/1997)

Regular Budget Reports (MUN 3-10)
These regular reports are prepared monthly and quarterly. They document the status of city accounts and apportionment comparing budgets and actual expenditures. They are used for audit purposes.
Retention: Retain for 3 years and then destroy. (Approved 06/1997)

Tentative Budget Files (MUN 3-8)
These files contain tentative budget requests. “On or before the first regularly scheduled meeting of the governing body in May of each year, the budget officer shall prepare for the ensuing year, on forms provided by the state auditor, and file with the governing body, a tentative budget for each fund for which a budget is required” (Utah Code 10-6-111(1) (1997)).
Retention: Retain for 5 years and then destroy. (Approved 03/1989)

 

  1. Cathy Brightwell
    March 29, 2017 at 12:19 pm

    Rebekkah,

    I keep meaning to ask you about these notices you send out but then always get side tracked. I get confused because it appears you are listing a summary of the category, the current retention, and date approved but I can never find what the proposed changes are. I’m probably missing something very obvious but never quite know what I’m looking at.

    Thanks,

    Cathy Brightwell
    City Recorder/
    Community Development
    West Bountiful City
    801-292-4486, ext. 103
    http://www.wbcity.org

  2. rebekkahshaw
    March 30, 2017 at 11:35 am

    Cathy,
    If you’re looking on the website, the changes aren’t in just yet. Hopefully by the end of the day. The new schedule will overwrite the old schedules.

    There will be a training at the Archives on Tuesday about General Retention Schedules and the updates, if you can make it, please register thru the Open Records Portal or on our website at https://axaemarchives.utah.gov/cgi-bin/traininglist.cgi. It’ll give me a chance to thoroughly explain what’s going on with the changes.

    Regards,
    ~Rebekkah Shaw
    rshaw@utah.gov
    801-531-3851

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