Sac State University Policy Manual

University Records Disposition Schedule - Fiscal

Policy Administrator: Vice President for Administration
Authority:
Effective Date: March 29, 2001
Updated:
Index Cross-References:
Policy File Number: UMR15052.htm

RECORDS DISPOSITION SCHEDULE

Schedule No. 2- FISCAL RECORDS (May 1986)

Item Number

Description of Records

Retention Period

Remarks

AUTOMOTIVE MANAGEMENT

1

2

3

4

5

Auto Repair Estimate Sheet (272)

Automobile Usage Report (276)

Official Monthly Travel Log (273)

Report of Vehicle Accident (270)

Supervisor's Review of State Driver Accident (274)

See Remarks

One year from end of fiscal year.

6

Auto Maintenance Record (271)

See Remarks

Retain until disposition of automobile. After that, destroy after audit or four years*, whichever occurs first.

BUDGET DOCUMENTS

7

8

Allocation Order (FM 9C)

Transfer of Budget Allotment (25)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during the first year, the record is not destroyed until it has been retained a total of one year from the fiscal year affected.

9

Schedule 9 (34)

See Remarks

Two years from end of fiscal year affected.

CASH

10

 

11

Application for Replacement of State Agency Trust Check (in California) (805A)

Application for Replacement of State Agency Trust Check (Outside California) (805B)

See Remarks

Four years from end of fiscal year in which payment is made or statute of limitations (7years) ****, whichever is later.

12

13

14

15

Report of Deposit (441)

Report of Deposit-Bank of America (442)

Transfer Receipt (440)

All records pertaining to cash state, cash trust, revolving fund, authorizations, etc. This includes items such as:

Analysis of Cash in Transit

Bank Reconciliation

Report of Expenditure of Federal Funds

Report of Bank/Savings and Loan Accounts

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first year, the record is not destroyed until one year from the end of the fiscal year in which it was prepared.

CONTROLLER'S DOCUMENTS

16

17

18

19

20

21

22

Controller's Journal entry

Controller's Authorization to Treasurer to Receive Funds

Final Reconciliation of Appropriation

Notice of Transfer of Funds

Notice of Transfer from Special Funds

Notice of Cancellation of Warrants

Report to Controller of Remittance to Treasurer (CS1)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first year, the record is not destroyed until one year from the end of the fiscal year in which it was prepared.

DISBURSEMENTS

23

Bond Purchase Schedule (206) (Chancellor's Office item)

See Remarks

Five years from date of preparation.

24

25

26

27

28

29

30

31

32

33

Claim Correction

Claim Schedule (218)

Disbursement Voucher (439)

Notice of Correction of Invoice (107)

Postage Meter Receipts

Remittance Advice (404)

Report on Reimbursement of Employee Moving Expenses (253)

Revolving Fund Disbursement Voucher (438)

Schedule of Bills Filed (210)

Travel Expense Claim (262)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during the first two years, the record is not destroyed until it has been retained a total of two years from the end of the fiscal year affected.

34

35

36

Cash State Checks

Miscellaneous Checks Other Than Cash Trust

Revolving Fund Checks

See Remarks

Departments: Retain four years from the end of the fiscal year in which the checks were written.

LEDGERS:

37

Allotment Expenditure Ledger (535)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during the first two years, the record is not destroyed until it has been retained a total of two years from the end of the fiscal year affected. (For ledgers kept without regard to fiscal year, retain from date of last entry.)

38

39

General Journal (505)

General Ledger (515)

See Remarks

Five years after last entry.

40

Receivables Ledger

See Remarks

Statute of Limitations (7 years).**

PERSONNEL/PAYROLL RECORDS- See Schedule Number 1

PROCUREMENT AND SUPPLY

41

42

43

44

45

46

47

48

49

50

51

52

53

54

55

56

57

58

Authorization to Purchase by Sub-Purchase Order (GSOP-42)

CSU Purchase Requisition and Purchase Order Forms

Duplicating Order (68) or (51)

Fair Employment Practices Addendum (3)

Fair Employment Practices Addendum-Public Works (3A)

Interagency Agreement (13)

Interagency Service Agreement and Invoice (13A)

Labor and Material Bond to Accompany Contract (807)

Lease Agreements

Printing Requisition-Invoice (67)

Purchase Estimate (66)

Purchase Estimate Continuation Sheet (10)

Purchase Order (GSOP-8)

Purchase Order Change (GSOP-7)

Request for Project Undertaking by State Agency (23)

Request for P.O. or P.E. Change (96)

Space Request (9)

Standard Agreement (2)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during the first two years, the record is not destroyed until it has been retained a total of two years from the end of the fiscal year in which encumbrance is liquidated.

59

Supply Order (Central Stores) (116)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first year, the record is not destroyed until it has been retained a total of one year from end of fiscal year affected.

PROPERTY

60

61

62

63

64

Miscellaneous Property Records

Official College Documents (deeds, easements, etc.)

Property Survey Report (152)

Support Equipment Lists and Building Equipment Lists

Work Order (103)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first two years, the record is not destroyed until two years from end of fiscal year in which it was prepared.

65

Property Inventory Listing-Adjustment and Projection Sheet (157)

See Remarks

Until audit or four years*, whichever occurs first, provided physical inventory listings for the period covered were balanced to the Property Ledger.

66

Transfer of Location of Equipment (158)

See Remarks

When inventoried, provided (1) the inventory is signed by property custodian and (2) period has been audited by Department of Finance, or after four years have elapsed, whichever occurs first.

67

Property Record Card (153A)

See Remarks

Until audit or four years*, whichever occurs first. However, the record is not destroyed until two years after the end of the fiscal year in which card was removed from the active ledger.

REGISTERS

68

69

70

71

72

73

74

75

Claims Filed Register

Clearance Register

Controller's Receipts Register

Controller's Transfer Register

Donated Stores Received Register

Estimate Register (564)

Payroll Expenditure Register

Warrants Register

See Remarks

 Until audit or four years*, whichever occurs first. If audit occurs during the first two years, the record is not destroyed until two years from end of fiscal year affected.

76

77

78

79

Disbursements Register

Invoice Register

Receipts Register

Revolving Fund Cash Book

See Remarks

Statute of Limitations (7 years).**

REPORTS***

80

81

82

83

84

85

86

Accrual Worksheet (572)

Alcohol and Narcotics Reports

Department of Finance Audit Reports

Receipts and Collection Reports for other than Cash Trust Items

Report of Accruals to Controller's Accounts (571)

Statement of Revenue (575)

Trial Balance (570)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during the first two years, the record is not destroyed until it has been retained a total of two years from the end of the fiscal year affected.

STORES AND PLANT OPERATIONS

87

88

89

Requisition for Storeroom Supplies (115)

Requisition Receipt of Direct Deliveries (115A)

Returned Stock Report (108)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first year, the record is not destroyed until it has been retained a total of one year from the end of the fiscal year affected. (If Stock Received Reports are used to support a custodian's accountability for equipment, such reports should be retained until an inventory covering such items is signed by the custodian.)

TRAVEL AND TRANSPORTATION

90

91

92

93

Blanket Approval for Out-of-State Travel (260)

Out-of-State Travel Request (257)C

Request for Approval of Out-of-State Travel (257)

Request for Travel Expense Approval (256)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first two years, the record is not destroyed until it has been retained a total of two years from the end of the fiscal year in which the expenses were incurred.

94

95

Moving Service Authorization (255)

Moving Service Authorization-Employee Trailer Coach (255A)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first three years, the record is not destroyed until three years from the end of the fiscal year in which the expense was incurred.

96

Order for Ticket (258)

See Remarks

Until audit or four years*, whichever occurs first. However, the record should be retained until payment has been made for all orders in a book.

MISCELLANEOUS

97

Accident report-Other Than Motor Vehicle (268)

See Remarks

One year from end of fiscal year.

98

99

Schedule of Unclaimed Trust Deposits (402)

Trust Agreements (Financial Aids, Projects & Miscellaneous Trusts)

See Remarks

Until audit or four years*, whichever occurs first. If audit occurs during first two years, the record is not destroyed until it has been retained a total of two years from the end of the fiscal year affected.

 

GENERAL NOTES:

  1. Preliminary or backup documents (such as "Monthly Billing Advice " or "Request for…" may be destroyed as soon as the transaction has been completed or appears in the major record, which is listed in this Schedule. These are kept at campus discretion.
  2. Records may either be kept readily accessible or be stored departmentally, according to campus convenience. Any record may microfilmed at any time and the paper destroyed (Government Code, Section 14756: "The public records of any state agency may be microfilmed…and certified…Such certified photographic reproductions shall be deemed to be original public records for all purposes, including introduction in courts of law and state agencies."

 

*"Or four years" means the current year plus three prior years. In a letter dated September 8, 1980, Richard Cutting, Chief, Financial and Performance Accountability, allows the CSU to maintain financial records for possible audit only for "the current year plus three prior years," and to dispose of them after that period of time even when audit has not occurred. The Office of the Auditor General and the Finance Budget Staff expressed no objections to this arrangement.

Most fiscal records should be kept a minimum of one, two, or three years, even though they may have been audited during the first year, two years, or three years.

**"Statute of Limitations" has been described by General Counsel (June 9, 1977) as (at most) four years plus "an extra period of time to cover possible exceptions which may have tolled the statutes." Seven years has been adopted as an appropriate retention period in these cases.

*** This section includes all reports called for in SAM Section 7960, which changes from time to time.