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Posts Tagged ‘retention schedule’

New General Retention Schedule Approved

The State Records Committee approved a new general retention schedule this month:

Substance Use Disorder Records
These records document the planning and treatment of substance use disorder clients. Information includes assessments, evaluations, clinical and physician notes, employment records, visiting arrangements, and related records.

Retention & Disposition is 10 years after case is closed and then destroy.

To hear the discussion regarding these schedules, please go to the State Records Committee’s page on the Public Notice Website. All are welcome to attend the State Records Committee and provide input on retention schedules being discussed. Meetings are held on the second Thursday of each month at the Utah State Archives.

April SRC Retention Schedule Report

April 13, 2017 Comments off

The previously posted general schedule was heard by the State Records Committee today and approved. This general schedule was previously posted on this blog for your input.

To hear the discussion regarding these schedules, please go to the State Records Committee’s page on the Public Notice Website. All are welcome to attend the State Records Committee and provide input on retention schedules being discussed. Meetings are held on the second Thursday of each month at the Utah State Archives.

January SRC Retention Schedule Report

January 12, 2017 Comments off

The previously posted general schedule was heard by the State Records Committee today and approved. This general schedule was previously posted on this blog for your input.

To hear the discussion regarding these schedules, please go to the State Records Committee’s page on the Public Notice Website. All are welcome to attend the State Records Committee and provide input on retention schedules being discussed. Meetings are held on the second Thursday of each month at the Utah State Archives.

Municipal Schedules to be Removed in Update 1/4

January 11, 2017 Comments off

Listed here are three 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 retention of this new schedule is unchanged. 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 state 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.
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BANK DEPOSIT (PASS) BOOKS (MUN 5-6)
These books record municipal savings accounts. They include amounts, description of transaction, date, current balance, name of bank, and account numbers.
Retention: Retain for 4 years and then destroy.(Approved 03/1989)

BANK STATEMENTS (MUN 5-7)
These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.
Retention: Retain for 4 years and then destroy. (Approved 03/1989)

DEPOSIT SLIPS (MUN 5-11)
These are bank cashiers’ slips showing the amount and date of deposit of monies into municipal accounts.
Retention: Retain for 4 years and then destroy.(Approved 06/1997)

 

State Schedules to be Removed in Update

January 9, 2017 Comments off

Listed here are six state 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 retention of this new schedule is at the recommendation of the Division of Finance. 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 state general retention schedule. If you have any questions, please call us at 801-531-3863.

STATE GOVERNMENT ACCOUNTS PAYABLE AND RECEIVABLE RECORDS (SG 7-65)
These are records related to monies collected or paid in the conduct of business. Information may include bank records, invoices, revenue, expenses, and related accounting records. Trust records are not included.
Retention: Retain for 7 years and then destroy. (Approved 12/2016)
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ACCOUNTS RECEIVABLE (SG 7-2)
Invoices billing non-state agencies or institutions for supplies, services or repairs provided by an agency.
Retention: Retain for 4 years and then destroy. (Approved 07/1990)

BANK STATEMENTS (SG 7-9)
Canceled checks, debit/credit memoranda, deposit slips, and monthly reconciliations.
Retention: Retain by agency for 3 years and then destroy. (Approved 12/1996)

CASH RECEIPTS (SG 7-13)
Agency copy of receipts given to customers who pay the agency for services rendered.
Retention: Retain by agency for 3 years and then destroy. (Approved 07/1990)

COST ACCOUNTING REPORTS (SG 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: Retain by agency for 3 years and then destroy. (Approved 07/1990)

STORES INVOICE FILES (SG 7-40)
Invoice or equivalent records used for stores accounting purposes.
Retention: Retain for 3 years and then destroy. (Approved 07/1990)

FINANCIAL INFORMATION NETWORK (FI-NET) NON-PAYMENT RECORDS (SG 7-54)
Records that document receipt of cash or transfers between state agencies in the state accounting system, and other relevant information. Includes cash receipts (CR), inter-agency transactions (IAT), and revenue (IN) transactions.
Retention: Retain for 3 years after the end of the fiscal year in which they were initiated and then destroy. (Approved 06/1996)

Schedules to be Removed in Update

January 5, 2017 Comments off

Many schedules will be overwritten by the financial schedules approved by the State Records Committee December 8th. You can hear the discussion on the Public Notice Website. To avoid overwhelming everyone, only a few will be posted at a time from the four schedule types (school district, county, state and municipal).

State schedule 2-2, Municipal schedule 3-1 and County schedules 13-8, 5-3 and 3-1 are being overwritten by the new State schedule 7-68 titled “Audited Financial Statements”. If you go to the old schedule on our website, it will be hyperlinked to the new schedule. They are all still permanent. A recommended office retention of 4 years has been added.

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

AUDITED FINANCIAL STATEMENTS (SG 7-68)
The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
Retention: 4 years and then transfer to the State Archives. (Approved 12/2016)
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ANNUAL BUDGET (CO 3-1)
The budget is a “plan for financial operations for a fiscal year, embodying estimates for proposed expenditures for given purposes and the means of financing the expenditures” (Utah Code 17-36-3(14) (1995)). “On or before the 15th day of the last month of each fiscal year, the governing body by resolution shall adopt the budget which, subject to further amendment, shall thereafter be in effect for the next fiscal year. A copy of the final budget, and of any subsequent amendment thereof, shall be certified by the budget officer and filed with the state auditor not later than thirty days after its adoption” (Utah Code 17-36-15 (1995)).
RETENTION: Permanent. May be transferred to the State Archives. (Approved 06/1991)

ANNUAL FINANCIAL REPORTS (CO 5-3)
These are statistical reports on the financial affairs of the entire county or a specific department. These reports usually include a statement on the value of all county owned property, and an accounting of all income and expenditures in relationship to the final budget.
RETENTION: Permanent. May be transferred to the State Archives. (Approved 06/1991)

AUDITOR’S ANNUAL REPORTS (CO 13-8)
These are the official public financial reports of budget accounts and expenditures of all county agencies. The auditor is required within 180 days after the close of each fiscal year to “prepare and make available” to county commissioners an annual financial report (Utah Code 17-36-37 (1995)). Copies of this report are filed with the state auditor.
RETENTION: Permanent. May be transferred to the State Archives. (Approved 03/1991)

ANNUAL BUDGET (MUN 3-1)
The budget is a “plan of financial operations for a fiscal year which embodies estimates of proposed expenditures for given purposes and the proposed means of financing them” (Utah Code 10-6-106(10) (1997)). “Before June 22 of each fiscal year, or August 17 in the case of a property tax increase under Sections 59-2-919 through 59-2-923, the governing body shall by resolution or ordinance adopt a budget for the ensuing fiscal year for each fund for which a budget is required under this chapter. A copy of the final budget for each fund shall be certified by the budget officer and filed with the state auditor within thirty days after adoption” (Utah Code 10-6-118 (1997)).
RETENTION: Permanent. (Approved 11/1996)

ANNUAL BUDGET REPORTS (SG 2-2)
Agency reports at the end of the fiscal year on the status of appropriation accounts and apportionment.
RETENTION: Permanent. Retain by agency for 7 years and then transfer to State Archives with authority to weed. (Approved 07/1990)

 

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Updating School District Payroll Schedule

December 9, 2016 Comments off

School District schedule 14-20 is being overwritten by state schedule 10-30 and 10-31. If you go to the school district schedule on our website, it will be hyperlinked to the new schedule. Depending on the type of record will determine if retention is now two years shorter or two years longer. Don’t worry if you have already destroyed records per the old schedule. Please update your records so the updated retention will be followed from this point going forward. If you wish to keep the previous retention for your record series, please contact your analyst.  Below is the old schedule, then the new one. If you have any questions, please call us at 801-531-3863.

SALARY SCHEDULES (SD 14-20)

These are the official salary records. They are used to document each individual salary scale and to determine salaries for specific categories of employee. Each schedule includes a printed schedule divided into steps, lanes, and categories indicating specific assigned salaries. Footnotes may explain increases or calculation formulas.
Retention: Retain for 5 years after being superseded and then destroy.
Suggested Primary Designation: Public.
(Approved 05/1998)

PAYROLL PROCESSING RECORDS (SG 10-30)

These records verify compensation data for each employee, including salary, hourly rate and type of pay. Deductions are confirmed in processing payroll before employees are paid.
Retention: Retain for 3 years and then destroy.
(Approved 07/2015)

PAYROLL POST PROCESSING RECORDS (SG 10-31)

This schedule is for payroll reporting. Each payroll period is closed out when disbursement information is verified using payroll reports.
Retention: Retain for 7 years and then destroy.
(Approved 07/2015)