Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 5 General Accounting Records

 

 

ACCOUNTS PAYABLE (Item 5-1)

These records are used to pay school district bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.

Retention

Retain for 4 years (UCA 70A-2-725 (1995)) and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

ACCOUNTS RECEIVABLE (Item 5-2)

These records consist of copies of accounts receivables prepared by school districts to collect amounts owed by vendors, organizations, and citizens having accounts with school district agencies.

Retention

Retain for 4 years (UCA 70A-2-725 (1995)) and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

ANNUAL FINANCIAL REPORTS (Item 5-3)

These are statistical reports on the financial affairs of the entire school district or a specific department. These reports usually include a statement on the value of all school district 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.

Suggested Primary Designation

Public.

(Approved 12/96)

 

ANNUAL FINANCIAL REPORT (F-4) (Item 5-34)

This is the annual financial and program report for the previous fiscal year which is submitted to the School Finance and Business Section of the Office of Education in accordance with UCA 53A-3-404 (1995). This report is used to create the Office of Education's annual report and to determine funding allotments to the district.

Retention

Retain for 5 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

AUDIT REPORTS (Item 5-4)

These are reports prepared by external auditors examining and verifying the school district's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1995)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1) (1995)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public:UCA 51-2-3(3) (2008).

(Approved 12/96)

 

BANK DEPOSIT (PASS) BOOKS (Item 5-5)

These books record school district 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.

Suggested Primary Designation

Public.

(Approved 12/96)

 

BANK STATEMENTS (Item 5-6)

These are monthly statements showing the amount of money on deposit to the credit of the school district 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.

Suggested Primary Designation

Public.

(Approved 12/96)

 

canceled CHECKS (Item 5-30)

These are the actual checks cut from a warrant request. Checks are drawn upon a bank ordering payment of the stated sums from accounts previously deposited upon which satisfaction has been made.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

CHECK COPY RECORDS (Item 5-7)

These are carbon copies or photocopies of checks issued and maintained solely as a quick reference source.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

CHECK REGISTERS (Item 5-31)

These registers are numerical listings of check numbers of all checks issued by school district. They include vendor number, name, date of payment, invoice number, and/or purchase number, account debit, description of expenditure, and amount.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

CHECKBOOK STUBS (Item 5-9)

These are multi-columnar records with chronological check entries. They usually include check numbers, name of individual or business to whom the check was written, and amounts of debits or deposits per account.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

DAILY CASH REPORTS (Item 5-10)

These reports provide a daily records of cash balances, receipts, and disbursements.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

DEPOSIT SLIPS (Item 5-11)

These are bank cashiers' slips showing the amount and date of deposit of monies into school district accounts.

Retention

Retain for 3 years ; 4 years if attached to bank statement and then destroy.

Suggested Primary Designation

Public.

(Approved 09/92)

 

GENERAL JOURNAL ENTRY REPORT (Item 5-13)

This monthly computer report is a register of journal entries detailing accounts to be charged and credited. It is used to make adjustments and corrections to accounting records. The report includes account number, amount debited, amount credited, account description, and reason for journal entry.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

GENERAL LEDGERS (Item 5-14)

These are summaries showing receipts and disbursements of each department or school. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

Retention

Retain for 10 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

INTERDEPARTMENTAL BILLINGS (Item 5-15)

These are accounting documents that request the transfer of funds between departments and schools for services rendered or materials purchased.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

INVESTMENT REGISTERS (Item 5-18)

These are registers of all investments made by the school district. A worksheet is kept on each investment. They include the check stub of the institution issuing the investment, a copy of the investment, the check issued by the vendor and a validated receipt written by the school district.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

PAY VOUCHER (Item 5-32)

These are requests from district offices and schools to pay vendors.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

RECEIPT REGISTER REPORT (Item 5-20)

This is a monthly computer report of all cash receipts issued by the district. It includes receipt number, date of receipt, account number, description of account, source of funds, amount of receipt, and totals.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

RECEIPTS (Item 5-19)

These are receipts issued for money received into school district accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

REFUND REQUEST (Item 5-21)

This is a form signed by the customer which requests a refund of monies paid to the district.

Retention

Retain for 3 years ; 4 years, if attached to check copy and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

SUBSIDIARY LEDGERS AND JOURNALS (Item 5-22)

These are account books showing details of daily receipts and expenditures such as deposit payments amount, 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.

Suggested Primary Designation

Public.

(Approved 12/96)

 

TRANSACTION SUMMARY REPORT (Item 5-24)

This monthly computer report lists all the district's financial transactions. It provides year-to-date detail information for all individual postings for the general ledger. It includes date, item description, transaction type, posting date, purchase order or receipt number, check number, encumbrance, debit or credit, account balance, and vendor.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

TRAVEL-PRIVATE VEHICLE USAGE RECORDS (Item 5-26)

These are authorization forms for district officials and employees to use a private vehicle for school district business when it is the most economical method of travel.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

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

(Approved 12/96)

 

TRAVEL/PASSENGER REIMBURSEMENT RECORDS (Item 5-25)

These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation requests, hotel reservations, and all supporting papers documenting official travel by officers, employees, or others authorized to travel.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

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

(Approved 12/96)

 

UNCLAIMED CHECKS (Item 5-27)

These are unclaimed checks covering disbursements for school district expenses. Includes check number, date, amount, purpose, and name of payee.

Retention

Retain for 1 year and then transfer to the State Treasurer, Unclaimed Property Division.

Suggested Primary Designation

Public.

Suggested Secondary Designation

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

(Approved 12/96)

 

VOID CHECK REGISTER (Item 5-28)

This is a monthly computer report of voided accounts payable checks. It is used for verification purposes. The report includes vendor number, check number, date, name, regular hours, regular amount, overtime hours, overpayment, location code, and gross pay.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Warrant / Checks - Lost (Item 5-29)

This is legal documentation explaining and justifying a lost warrant.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

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

(Approved 12/96)