Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 7 Financial Records

 

Contents

Accounting Administrative Files (Item 7-1)

Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Accounts Receivable (Item 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.

Suggested Primary Designation

Public.

(Approved 07/90)

 

American Express Monitoring Report (Item 7-5)

Report generated by American Express showing expenditures made by state employees on agency American Express Cards.

Retention

Retain by the Division of Finance for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Audit Reports (Item 7-7)

Report prepared by internal or external auditors as a result of a financial audit.

Retention

Retain by agency for 4 years and then transfer to State Archives.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Bank Daily Totals (Item 7-8)

Daily report from bank that is used for reconciliation.

Retention

Retain by the State Treasurer's Office for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Bank Statements (Item 7-9)

canceled checks, debit/credit memoranda, deposit slips, and monthly reconciliations.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Bond Official Transcripts (Item 7-10)

Official files regarding authority to permit bond negotiations with paying agent.

Retention

Permanent. Retain by the State Treasurer's Office for 3 years after bond expires and then transfer to State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Bond Records (Item 7-12)

These are critical bond documents that are used for the life of bills, notes, debt securities, debt obligations, or bonds. Included are book entries, statements and payment confirmations, application and certificate for eligibility, and related records.

Retention

3 years after final maturity and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Cash Receipt Transaction Form (FI-33) (Item 7-17)

Cash receipt transaction forms accompanying agency deposits to the State Treasurer's Office.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Cash Receipts (Item 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.

Suggested Primary Designation

Public.

(Approved 07/90)

 

***Collection Bonds (Item 7-14) OBSOLETE

Please refer to the state schedule for Bonds, Notes & Interest Payments. SG 7-12

 

Cost Accounting Reports (Item 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.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Cost Report Data Files (Item 7-16)

Ledgers and forms used to accumulate data for use in cost reports.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Expenditure Accounting General Correspondence and Subject Files (Item 7-19)

Correspondence or subject file maintained by operating units responsible for expenditure accounting, pertaining to their internal operations and administration.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Expenditure Accounting Posting and Control Files (Item 7-20)

Records used as posting and control media, subsidiary to the general and allotment ledgers, and not elsewhere covered in this schedule.

Retention

Retain by agency for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 10/01)

 

Financial Information Network (FI-NET) Non-Payment Records (Item 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.

Suggested Primary Designation

Public.

(Approved 06/96)

 

Financial Information network (FI-NET) Payment Records (Item 7-53)

Records processed through the state accounting system that document the expenditure of cash and the appropriate supporting information. Includes payment invoices, purchasing records, and travel reimbursements.

Retention

Retain for 7 years after the end of the fiscal year in which they were initiated and then destroy.

Suggested Primary Designation

Public.

(Approved 06/96)

 

Financial Information Network (FI-NET) Reports (Item 7-55)

Reports of accounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, accounting reports, and bank reconciliations.

Retention

Retain by the Division of Finance for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/96)

 

Fixed Assets Inventory (Item 7-27)

These records are used to track and control capital outlay such as office equipment (chairs, typewriters, etc.) and other fixed assets including tools, machinery, and other large equipment.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public

(Approved 07/90)

 

Freight Files (Item 7-23)

Records relating to freight, consisting of export certificates, transit certificates, demurrage card, record books, shipping documents pertinent to freight classification, memorandum copies of government or commercial bills of lading, shortage and demurrage reports, and all supporting documents, including records relating to the shipment of household goods.

Retention

Retain by agency for 3 years after the period of the account and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Freight Schedules of Lost or Damaged Shipments (Item 7-24)

Schedules of valuables shipped, correspondence, memoranda, reports and other records relating to shipments that were damaged in transit.

Retention

Retain by agency for 3 years after restitution is made and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

General Accounting Ledger (Item 7-25)

General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Journal Entry Records (Item 7-52)

Entries listing adjustments to an organization's credit or debit financial statements. They contain the Division of Finance form FI-35, which lists the credit or debit adjustment, explanation of entry, and approval signature.

Retention

Retain by the Division of Finance for 10 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/92)

 

Notary Bond Files (Item 7-28)

Posted by notaries public conditioned for the faithful performance of duties.

Retention

Retain by the Lieutenant Governor's Office for 7 years after expiration and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Performance Bonds (Item 7-30)

Bonds made payable to the state conditional to the performance of all activity requirements and state and federal law.

Retention

Retain by agency for 7 years after expiration and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

***Personal Surety Bonds (Item 7-31) OBSOLETE

Please refer to the state schedule for Bond Transcripts. SG 7-10

 

Petty Cash Records (Item 7-33)

Records which verify all monies received or expended through a petty cash account. Includes cash receipts, adding machine tapes, daily accounting records, reconciliation, transmittals, etc.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Real Estate Purchase Warrant Requests (Item 7-51)

Documentation of the purchase of real estate by a government agency.

Retention

Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Refund Requests (Item 7-35)

Form signed by the customer which requests a refund of monies paid to the agency.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Reimbursement Files (Item 7-44)

These records document payments made to state employees and agencies for the purpose of reimbursing travel, transportation, equipment, service, training, and other reimbursable costs. Records include correspondence, forms, travel reservations, travel authorizations, per diem vouchers, transportation requests, hotel reservations, invoices, itemized expenses, and other supporting records used to validate reimbursable expenses.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 04/09)

 

***State General Obligation Bonds (Item 7-36) OBSOLETE

Please refer to the state schedule for Bond Transcripts. SG 7-10

 

***State Revenue Bonds (Item 7-37) OBSOLETE

Please refer to the state schedule for Bond Transcripts. SG 7-10

 

Stores Accounting Files (Item 7-38)

Files used for the acquisition of items purchased through the Division of Central Stores. Information includes accounting records and returned items form.

Retention

Retain by the Division of Central Stores for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Stores Accounting Work Papers (Item 7-39)

Work papers used in accumulating stores accounting data.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Stores Invoice Files (Item 7-40)

Invoice or equivalent records used for stores accounting purposes.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Tax and Revenue Anticipation Notes (Item 7-41)

Short-term notes which are revenue supported. They are issued by the State Treasurer for a term of less than 1 year.

Retention

Retain for 1 year after paid or canceled and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Telephone Bills (Item 7-43)

Bills which document calls made from state offices and state cellular phones. Bills also include the number called and the length, time, and date of phone call.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Vendor Payment Vouchers - Canceled (Item 7-50)

Documentation used to input data about canceled warrants. The information is used to ensure that funds are accurately credited to proper agency Financial Information Network (FI-NET) accounts.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

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

(Approved 07/90)

 

Warrant/Check (Item 7-47)

Actual warrant or check cut from warrant request to pay for services rendered.

Retention

Retain until redeemed and imaged by the bank. Maintain imaged copy by the Division of Finance for 7 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

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

(Approved 07/90)

 

Warrant/Check - Lost (Item 7-48)

Legal documentation explaining and justifying a lost warrant, so that a new one can be issued.

Retention

Retain by the Division of Finance for 7 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

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

(Approved 07/90)