Records Retention Schedules

 

5-9B         Institutional Bid Purchase File-Informal Requests for Quotations 

Description:            

Records for purchases conducted through an informal request for quotation bid process but not through the Department of Center Services that involve the acquisition of goods and services other than bids received through a formal bid process and records are usually limited to notes relating to telephone conversations with two (2)    or more potential vendors, confirmation letters transmitted through the U.S. Postal Services or sent by telefacsimile, and purchase orders. 

Disposition:            

Retain in office three (3) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended October 11, 1995

 

 

5-10         Internal Contract

Description:            

Internal  contracts  for  purchases  similar  to  Statewide  contracts  but  not involving the Department of Central Services. 

Disposition:            

Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987

Amended October 13, 2011

5-12         Federal Contracts for Research and Training

 Description:         

File contains all financial documents concerned with the administration of

Federal Contracts for Research and Training.

Disposition:            

Retain in office until three (3) years after completion, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended July 17, 1991

 

 

5-13         Requisitions

 Description:            

Copies of requisitions used in purchasing process.  These are used as basis for letter orders and purchase orders but are not filed with University Bid Purchase File, Series 5-9, or Internal Contracts, Series 5-10. 

Disposition:            

Retain in office until one (1) year after all audits have been completed and all  applicable  audit  reports  have  been  accepted  and  resolved  by  all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added July 13, 1988

5-14         Authorizations for Purchase  (Prior to February 1, 2000)

 

A.	Description:	Copies of OSF Form 6 or used to acquire goods and services when it is not feasible or required to go out on competitive bid.  The Office of State Finance is the state office of record (Schedule 91-08, Series 2-53).
	Disposition:	Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies. Amended April 12, 2000

 

C.             Authorizations for Purchase (February 1, 2000-) (Record Copy)

 Description:            

 Copies of OSF Form 6 or used to acquire goods and services when it is not feasible or required to go out on competitive bid.  Institution’s copy is the state office of record copy.

Disposition:              

Retain in office seven (7) years then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Amended April 28, 2005

5-15         Purchase Order Files

 Description:            

Institution  copies  of  documents  submitted  to  the  Central  Purchasing Division of the Department of Central Services to acquire goods and services.   Documents include Central Purchasing Form #2, "Purchase Requisition"; Invitation to Bid; correspondences concerning purchase; copy of purchase order; sole source affidavit if applicable; contents for professional services and local funding project awards; and CP Form  001, "Change Order Form". The Central Purchasing Division of the Department of Central Services is the state office of record (Schedule 90-05, Series7-27).

 Disposition:          

 Retain in office until one (1) year after all audits have been completed and all  applicable  audit  reports  have  been  accepted  and  resolved  by  all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Amended April 28, 2005

 

 

5-16         Long Distance Telephone Log

Description:           

Record of long distance telephone calls.

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 18, 1989

5-17          Warranty File

Description:           

Warranties  for  equipment  purchased  by  an  institution  for  its  use.

Institution copy is the state office of record copy.

Disposition:            

Retain in office until equipment is sold, surplused, or otherwise removed from service, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Amended April 12, 2000

 

 

5-18          Non-binding Contracts

 

A.	Description:	Non-binding contracts for equipment maintenance, services, and supplies, as well as documents relating to service calls.  Institution copy is the state office of record copy.
	Disposition:	Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies. Amended April 12, 2000
B.	Description:	Division copies of items in Series 5-18A (Non-binding Contracts).
	Disposition:	Retain in office until no longer required for administrative purposes, then destroy. Amended April 12, 2000

 

 

5-19         Internal Billings File

Description:            

Invoices and "paper" payments exchanged internally between divisions at the university or college for payments of goods or services.

Disposition:            

Retain in office until one (1) year after all audits have been completed and all  applicable  audit  reports  have  been  accepted  and  resolved  by  all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added July 12, 1989

5-20         Check Registers

Description:            

Periodic computer report of warrants issued on all accounts.  Data include check number, date, account number, subamount, name of payee, and social security number of payee. 

Disposition:            

Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added October 11, 1989

 

 

5-21         Quarterly Financial Statements

Description:            

Financial statements listing balance sheets, income statements, listing of different university budgets, and listing of revenue and expenditures of various offices and departments. 

Disposition:            

Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added July 17, 1991

 

 

5-22         6-Digit Expenditure Detail Reports

Description:             

Monthly computer printouts from the Office of State Finance listing expenditures incurred within each agency fund/amount.  The Institution’s copy is the state office of record copy.

Disposition:

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

5-23          Budget and Cash Balance Reports 

Description:              

Monthly computer printouts from the Office of State Finance listing the closing balances of all treasury accounts.  The Office of State Finance is the state office of record (Schedule 91-08, Series 2-20A). 

Disposition:            

 Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-24          Summary of Receipts, Disbursements, and Balances by Agency

Description:              

Monthly computer printouts from the Office of State Finance showing beginning account balances, receipts, disbursements, transfers, and ending balances for each institution’s fund.   The Office of State Finance is the state office of record (Schedule 91-08, Series 2-27A) 

Disposition:            

 Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-25          6-Digit Object of Expenditure Summary Reports

Description:             

Monthly computer printouts from the Office of State Finance listing expenditures by object of expenditure sequence.  The institution’s copy is the state office of record copy.

Disposition:

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

5-26          Monthly Receipts and Expenditure Reports

Description:            

 Internal  records  listing  receipts  by  source  code  and  expenditures  by program and object code, and providing monthly and year-to-date information. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-36         Payroll Warrant Cancellation Forms 

Description:              

Copies of OSF Form PWC, "Request for Payroll Warrant Cancellation" submitted to the Office of State Finance.  The Office of State Finance is the state office of record (Schedule 91-08, Series 2-56).

Disposition:         

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

  

5-37         Official Depository Records

Description:              

Institution copies of forms submitted to the State Treasurer's Office along with deposits of funds to Treasury Fund Accounts. The Office of the State Treasurer is the state office of record (Schedule 87-25, Series 1-1). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Amended April 28, 2005

 

 

5-38         Affidavit of Lost or Destroyed Warrant 

Description:            

 Institution copies of affidavits submitted to the State Treasurer's Office requesting the issuance of warrants to replace warrants that have been lost, stolen, or destroyed.  The Office of the State Finance is the state office of record (Schedule 91-08).

Disposition:

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

5-39         Affidavits for Cancelled Warrants Issued in Error 

Description:              

Institution copies of affidavits submitted to the Office of State Finance requesting the issuance of warrants to replace warrants issued in error. Agency copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-40         Refund Records 

Description:              

Claims   and   duplicate   vouchers   written   against   Treasurer's   Office institution’s clearing accounts.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-41         6-Digit Object of Expenditure Summary by Fund Report 

Description:              

Computer  Printouts  from  the  Office  of  State  Finance  listing  agency expenditures by object code in fund sequence.  The institution’s copy is the state office of record copy.

Disposition:

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

5-42         Agency Special and Clearing Account Reports

Description:              

Copies of OSF Form 11, "Agency Clearing Account Report" and OSF Form 11A, "Agency Special Account Report," detailing transactions through clearing and special accounts.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

  

 

5-43         Reconcilement of Official Depository Balance

Description:             

Institution copies of documents, including Agency Summary/Activities Statements and Reconcilement of Official Depository Balance as per Statement Rendered by the State Treasurer's Office, used to reconcile Institution’s accounting records with those compiled by the State Treasurer's Office.  The Office of the State Treasurer is the state office of record (Schedule 87-25, Series 1-2). 

Disposition:            

 Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

5-44A       Special and Clearing Account Vouchers (Warrants) (Prior to January 2, 2003) 

Description:              

Vouchers written on special accounts that are ultimately returned to the Institution and not to the Office of the State Treasurer.  The institution’s copy is the state office of record copy. 

[Note:  Agencies may retain their copies of these records in hard copy, micro format, or optical imaging format.  Copies maintained in micro format and optical imaging format shall satisfy all requirements for these formats  specified  in  the  Introduction  to  this  General  Records Disposition.] 

Disposition:              

Retain in office for seven (7) years, then destroy records after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Amended October 23, 2003

 

5-44B	Description:	Duplicate copies of records in Series 5-44A.
	Disposition:	Retain  in  office  one  (1)  year  or  until  all  reconciliations  have  been completed, then destroy. Amended October 23, 2003

5-44C       Special and Clearing Account Voucher (Warrants) (January 2, 2003-) (Electronic File)

Description:            

Vouchers written on special and clearing account vouchers, including

340 Funds and 700 Funds.  The Office of the State Treasurer is the state office of record.

Disposition:              

Transfer   hard   copy   records   to   an   electronic   format.      Maintain electronically formatted record in a storage area that meets the manufacturer’s recommendations for temperature and humidity controls; or if no recommendations are provided by the manufacturer, store in an area whose temperature is between 65° and 75° Fahrenheit and whose relative humidity is between 30% and 50%.  Maintain a backup copy in an off-site storage area that meets the manufacturer’s recommendations for temperature and humidity controls; or if no recommendations are provided by the manufacturer, store in an area whose temperature is between 65° and 75° Fahrenheit and whose relative humidity is between

30%  and  50%.    Delete  electronically  formatted  records  when  they become seven (7) years old, provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending.     If  legal  action  is  pending,  destroy  two  (2)  years  after exhaustion of all legal remedies, provided records meet all stipulated retention requirements. 

Destroy hard copy records when they become two (2) years old, upon (a) certification that records have been successfully transferred to the online system and (b) after storing a backup copy of the records on a separate server in an offsite storage area.  Destroy all below standard hard copies that are unable to be electronically formatted when they become seven (7) years old, provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Amended October 23, 2003

 

 

5-45         Special Account Applications

Description:              

Institution copies of OSF Form 18 submitted to the Office of State Finance requesting permission to establish special accounts.  The Office of State Finance is the state office of record (Schedule 91-08, Series 2-58). 

Disposition:              

Retain in office until no longer required for administrative purposes, then destroy.

Added January 12, 2000

5-50         Clearing Account Letters 

Description:              

Copies of letters submitted to the State Treasurer's Office requesting the establishment of Institutional Clearing Accounts.  The Office of the State Treasurer is the state office of record (Schedule 87-25, Series 1-7). 

Disposition:              

Retain in office until one (1) year after account has been cancelled, then destroy.

Added January 12, 2000

 

 

5-51         Treasury Fund Request Letters 

Description:              

Copies of letters submitted to the Office of State Finance requesting the establishment of treasury fund accounts.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-52         Special and Special Account Advice of Deposit Slips 

Description:              

Cards submitted by institutions to the State Treasurer's Office listing funds deposited in approved banks.  The Office of the State Treasurer is the state office of record (Schedule 87-25, Series 1-3). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-53         Special and Clearing Account Claims

Description:              

Invoices,   vouchers   and   supporting   documentation   for   payment   of obligations from Institutional Special or Clearing Accounts.    The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-54         Inventories

Description:              

Files include data sheets, purchasing documents, annual physical audits, sale documents, transfer receipts, disposition notices, printouts and other records on equipment and furniture to meet minimum documentation requirements established by the State Auditor and Inspector for audit purposes. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 28, 2005

 

 

5-55         Sales Tax Reports

Description:              

Reports to the Oklahoma Tax Commission on collection of sales tax.  The Sales Tax Division of the Oklahoma Tax Commission is the state office of record (Schedule 83-13, Series 3-1). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-56         Payroll Year-To-Date Reports 

Description:              

Cumulative monthly computer printout from the Office of State Finance showing gross pay, deductions and net pay on a calendar year basis. Information is duplicated in Payroll Claims (Series 5-35) and W-2 Forms (Series 9-10). 

Disposition:              

Retain in office and destroy all monthly reports when no longer required for administrative purposes.  Destroy all calendar year end reports, when they become two (2) years old.

Added January 12, 2000

 

 

5-57          Employees on Payroll of More Than One Agency 

Description:              

Cumulative monthly report computer printout from the Office of State Finance to agencies with employees that work for another agency used to track FICA and other deductions.  Information is duplicated in Payroll Claims (Series 5-35) and W-2 Forms (Series 9-10). The Institution’s copy is the state office of record copy. 

Disposition:              

Retain in office and destroy all monthly reports when no longer required for administrative purposes.  Destroy all calendar year end reports, when they become two (2) years old.

Added January 12, 2000

 

 

5-58          Outstanding Purchase Orders Report 

Description:           

Monthly printout generated by Office of State Finance listing outstanding

Purchase Orders. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy.   If   legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-59         Cancelled Non-Encumbered Contracts/Cancelled Non-Binding Contracts Reports

Description:           

Monthly printout by Office of State Finance listing cancelled Non-binding Contracts. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-60         Financial Correspondence 

Description:             

Correspondence between institutions and the Office of State Finance, Department of Central Services, State Treasurer, State Auditor and Inspector and/or vendors.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Amended April 28, 2005

 

 

5-61         Financial Correspondence (Records Maintained in Electronic Mail System)

 Transferred to Series 5-60, April 28, 2005

 

 

5-62          Miscellaneous Financial Computer Printouts 

Description:              

Computer printouts generated for reference use from institution’s financial information. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-63          Travel Expenditure Reports 

Description:              

Cumulative quarterly computer printout from the Office of State Finance listing institution’s travel claims.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain quarterly reports until superseded.  Retain year end report in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-64          Transmittal Letters 

Description:              

Copies  of  letters  of  enclosure  included  with  state  warrants  mailed  to vendors for payments of goods and services.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-65          Request for Replacement Of A Missing Warrant Cancelled by Statute 

Description:              

Institution copies of OSF Form 20A and 2-20 requesting the issuance of warrants to replace ones which have been statutorily cancelled. The Office of State Finance is the state office of record (Schedule 91-08, Series 2-55). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-66          State Insurance Payroll Fund Reports 

Description:              

Institution copies of reports submitted to CompSource Oklahoma that are the basis for premium calculations. CompSource Oklahoma is the state office of record (Schedule 88-12, Series 16-1). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Amended July 18, 2001

 

 

5-67          Certificates of Deposit

Description:           

Certificates of Deposit or safekeeping receipt for funds invested by state Institutions. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-68          Meter Postage Receipts

Description:           

U.S. Postal Service PS Form 3603, Receipt for Postage Meter Setting. The

institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-69          Lease Contracts for Space 

Description:             

File contains contracts for leasing of residential housing, office space, warehouse, or storage.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until three (3) years after expiration, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Amended October 30, 2008

 

 

5-70          Lease Contracts for Equipment

Description:           

File contains contracts for leasing of equipment.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until three (3) years after expiration, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-71          Bills of Lading 

Description:              

Incoming and outgoing bills of lading which accompany the delivery of goods. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-72          UPS Manifest 

Description:              

Record consists of log books supplied by United Parcel Service used for shipping materials with UPS.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-73          Telephone Bills 

A.             Description:              

Records  consist  of  monthly  Centrex  telephone  bills  and  applicable attachments sent by the Office of State Finance.  The Office of State Finance is the state office of record (Schedule 91-08, Series 3-1A). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

B.	Description:	Record consists of pages two and following which are sent with bills from telephone companies to an institution detailing monthly telephone charges. The first page is returned with the warrant when the bill is paid.  The institution’s copy is the state office of record copy.
	Disposition:	Retain in office three (3) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Added January 12, 2000

 

 

5-74          Gas Charge Slips 

A.             Description:              

Purchaser copies of gas, oil, and other vehicle services charged on an Department of Central Services credit card and turned over to institution’s fiscal office for payment upon billing by the Department of Central Services.  The Department of Central Services is the state office of record (Schedule 90-05, Series 2-58). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

B.             Description:              

Purchaser copies of gas, oil, and other vehicle services charged on an agency credit card and turned over to the agency fiscal office for payment upon receipt of bill.   The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-75          Non-binding Contracts 

Description:              

Non-binding contracts for equipment maintenance, services, and supplies, as well as documents relating to service calls. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Amended April 28, 2005

 

 

5-76          Photocopy Meter Reading Records 

Description:              

Forms completed listing the number of copies made, dates readings were taken, and signatures of persons completing forms.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Amended April 28, 2005

 

 

5-77          Miscellaneous Warrant Register 

Description:              

Institution copies of monthly computer printouts from the Office of State Finance listing all miscellaneous warrants issued during the reporting period.  The Office of State Finance is the state office of record (Schedule 91-08, Series 2-34A). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-78          Payroll Warrant Register 

Description:              

Institution copies of monthly computer printouts from the Office of State Finance issued during the reporting period.  The Office of State Finance is the state office of record (Schedule 91-08, Series 2-35A). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-79          Record of Registered, Insured, C.O.D., Certified, and Express Mail 

Description:           

U.S. Postal Service PS Form 3877, used in conjunction with special mail services. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-80          Notice to Replenish Advance Deposit Account 

Description:              

U.S. Postal Service PS Form 3580, used to notify agency when LONG and SHORT accounts are near depletion.   The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-81          Stop Payment Requests 

Description:              

Correspondence from institutions and Stop Payment Forms completed by Treasurer's office employees when institutions request that warrants not be redeemed for payment.   File also contains photocopies of Stop Payment Forms.  The Office of the State Treasurer is the state office of record (Schedule 87-25, Series 1-101). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-82          Salary Warrant Receipt Records 

Description:              

Records used to transmit faculty and staffs’ monthly and supplemental payroll warrants and any applicable correspondence.  The faculty or staff member and/or designee signs the record each month to prove receipt of warrant and then returns it to the institution’s business office.   The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-83          Miscellaneous Claims and Invoices (OSF Form 14 and OSF Form 9)

A.	Description:	Copies of OSF Form 14, "Claim for Disbursement of Payroll Withholdings" and OSF Form 9, "Imprest Cash Form" submitted to the Office of State Finance for payment of financial obligations other than payrolls.    The  Office  of  State  Finance  is  the  state  office  of  record (Schedule 91-08, Series 2-64).
	Disposition:	Retain in office seven (7) years, then destroy provided all audits have been completed  and  all  applicable  audit  reports  have  been  accepted  and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Added January 12, 2000
B.	Description:	Third  or  non-audit  copies  of  records  in  Series  5-83A  (Miscellaneous Claims and Invoices (OSF Form 14 and OSF Form 9)).
	Disposition:	Retain in office until no longer required for administrative purposes, then destroy. Added January 12, 2000

 

 

5-84          Request for Miscellaneous Warrant Cancellations 

Description:             

Copies of OSF Form MWC, "Request For Miscellaneous Warrant Cancellation," submitted to the Office of State Finance.   The Office of State Finance is the state office of record (Schedule 91-08, Series 2-57). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 5-85         Miscellaneous Inter-Intra Agency Transfers (From Sending Agency) Report 

Description:              

Computer printouts from the Office of State Finance listing processed warrantless claims.   The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy.   If   legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-86          Statutory Cancellation Report 

Description:             

Computer printouts from the Office of State Finance listing statutory cancellations of warrants.  The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-87          Professional Services Monthly Report 

Description:              

Computer printouts from the Office of State Finance listing expenditures pertaining to contractual services, i.e., legal, architectural, administrative, and consulting. The institution’s copy is the state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-88          Miscellaneous Inter-Intra Agency Transfers (To Receiving Agency) Report 

Description:              

Computer printouts from the Office of State Finance listing processed warrantless claims. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

 

5-89       Payroll Fund Transfer Forms 

Description:              

File includes Payroll Fund Transfer forms, such as OSF Form PFT or equivalent showing transfer activity between budgetary funds and the payroll fund.  Data includes fund, agency, account, sub-activity, transfer, debit and credit. The institution’s copy is state office of record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy.   If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Amended July 31, 2008

 

5-89          Supplemental Insurance Withholding Record 

Description:              

Files consist of records of claims by which institutions remit faculty and staff voluntary payroll deductions for supplemental insurance and retirement plans.  The Office of State Finance is the office of record (Schedule 91-08, Series 2-64A). 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

 

 

5-90          Year-to Date Deposit Record 

Description:              

Computer printout from Office of State Finance listing deposit totals for the current month and fiscal year summarized by institution, fund, and revenue code. The institution’s copy is State Office of Record copy. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-91          Professional Services Contracts File 

Description:              

File contains a copy of the contract; a record of the payments made to the service provider; a copy of any evaluations required; and any books, records, documents, accounting procedures, practices or any other items of the service provider relevant to the contract. 

Disposition:              

Retain in office until three (3) years after expiration, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-92          Airline Invoices 

Description:           

Institution copies of airline invoices. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

 

 

5-93          Flight Ticket Encumbrance Request 

Description:              

Institution copies of forms listing invoice date, account, location name, and social security number for budget accounting. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-94          Statement of Mailing Second-Class Special and Classroom Rates 

Description:           

U.S. Postal Service Form 3541-N used to accompany mailings. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-95          Charge Back Records 

Description:              

Files pertain to deposits previously credited to institution accounts by the State Treasurer's Office that have been 'charged back' because of checks that were returned by banks for insufficient funds, closed accounts, or other reasons.  Records consist of checks returned and Charge Back Slips listing institution names, account numbers, amounts being charged back and transaction dates.  The State Treasurer's Office is the state office of record (Schedule 87-25, Series 1-37 and 1-39). 

Disposition:              

For records pertaining to redeemed checks, retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.  For records pertaining to unredeemed checks, retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-96          GAAP Conversion Package 

Description:              

A set of instruction packages to assist state agencies and institutions in reporting year-end accounting data to Office of State Finance. Information is included in the Comprehensive Annual Financial Report Published by OSF. 

Disposition:              

Retain in office three (3) years then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-98         Data Processing, Planning, Development, and Evaluation Records  (Record copy) 

Description:              

File consists of planning, development, and evaluation records relating to selection, including feasibility studies, planning documents, and justification  supporting  materials;  implementation;  upgrading, modification, or conversion of systems and equipment; procedures; and manuals  pertaining  to  the  acquisition  and  use  of  data  processing equipment. 

Disposition:              

Retain in office and transfer records pertaining to individual equipment and programs to the Institutional Archives for permanent preservation one (1) year after equipment has been disposed of or program has been discontinued.

Added January 12, 2000

 

 

5-99         Systems Documentation Records  (Record Copy) 

Description:              

File consists of record layouts, code books, technical specifications for programs and equipment, detailed program descriptions, flow charts, job control records, test data, and all other records pertaining to systems operations. 

Disposition:              

Retain record copy in office until one (1) year after applicable equipment or program has been disposed of or discontinued, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.   For the life of the equipment or program, retain one (1) back up copy of all records in an off site storage facility.   Destroy all back up records one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

5-100       Systems Usage Records  (Record copy)

Description:           

Log books, ledgers, and allied records used to record system usage.

Disposition:                              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-101       Electronic Data Equipment File  (Record Copy) 

Description:           

Copies of Data Processing Equipment Contracts. 

Disposition:              

Retain in office and destroy superseded contracts when they become five (5) years old, provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-102       Budget Revisions 

Description:           

Form used by institution’s departments to modify their approved budgets. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-103       Position Control 

Description:              

Report used to provide administrative and organizational units transaction details, by position number, for activity within the payroll section of their accounting ledgers. 

Disposition:              

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added January 12, 2000

 

 

5-104       Procurement Card Records and Invoices

Description:              

Monthly cardholder statements and all related documentation (e.g. charge slips, invoices and receipts, retained to support charges incurred by the institution. 

Disposition:              

Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-105       Application for Account

 Description:           

Application for an internal institution account. 

Disposition:              

Retain in office until five (5) years after the account is closed, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-106       Signature Card 

Description:              

Cards used to verify that individuals are authorized signatories for internal institution accounts.  

Disposition:              

Retain in office until five (5) years after the account is closed, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000

 

 

5-107       Accounting Ledgers 

Description:           

Internal  records  compiled  to  monitor  the  receipt  and  disbursement  of

funds. Institution’s copy is the state office of record copy. 

Disposition:               

Retain in office seven (7) years, then destroy provided all audits have been completed  and  all  applicable  audit  reports  have  been  accepted  and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 28, 2005

 

 

5-108        Fiscal AFP Expenditure Reports 

Description:              

Cumulative monthly computer printout from the Office of State Finance listing expenditures against Authorizations for Purchase. Institution’s copy is the state office of record copy. 

Disposition:              

Retain monthly reports until superseded, then destroy. Retain year end report in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies.

Added April 12, 2000

 

 

5-109        Treasurer’s Correction of Account 

Description:              

Copy  of  STO  Form  31  from  the  State  Treasurer's  Office  notifying institution of a correction to account, for reason (e.g. "Advice of Deposit Cards Not Received...").  The Office of the State Treasurer is the state office of record (Schedule 87-25, Series 1-5). 

Disposition:               

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added April 12, 2000

 

 

5-110       Internal Requisitions 

Description:            

Forms submitted to the fiscal services office, purchasing office, or business office to request supplies. Institution copy is the state office of record copy. 

Disposition:            

Retain in office until one (1) year after all audits have been completed and all  applicable  audit  reports  have  been  accepted  and  resolved  by  all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Amended April 28, 2005

 

 

5-111       Auction Reports 

Description:            

Reports of auctions conducted by the institution. Files contain letters to the Central Purchasing Division of the Department of Central Services requesting permission for auction, lists of items to be auctioned, letter from Department of Central Services authorizing sale, buyer sign-in sheets, sales tickets, amounts recorded by buyer (net sales, tax, gross), report to Department of Central Services on items sold and price of each, and other miscellaneous supporting documents, and copies of reports to Oklahoma Tax Commission (Schedule 83-13, Series 3-1) on sales tax derived from the auction.   The Department of Central Services is the state office of record (Schedule 90-05, Series 7-28). 

Disposition:            

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added July 12, 2000

 

 

5-112       Day Care Center Licensing Files 

Description:         

File pertains to the licensing of day care centers and applications for license.

This may include requests for license renewals; information sheets listing data about day care center staff; any applicable articles of incorporation; facility health and fire safety inspection reports; and visitation reports compiled by Department of Human Services staff. 

Disposition:            

Retain in office until superseded then destroy, provided no legal actions are pending.   If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Added July 22, 2004

 

 

 

5-113         Day Care Claims of Payment 

Description:          

File contains payment invoices of Day Care services.  Payments may include charges of services to Department of Human Services. 

Disposition:              

Retain in office for seven (7) years, then destroy, provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Added July 22, 2004

 

 

5-114          Independent Contractor Form 

Description:           

Form completed by the contracting university department in consultation with the worker/service provider to hire and pay individuals to perform services for the University  who are not employees, such as trainers, performing artists, speakers, contractors, etc. 

Disposition:              

Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Added July 22, 2004

 

 

5-115   Postal Meter Reading Record 

Description:               

United States Postal Service PS Form 3602-A, detailing the daily record of meter register readings or institution’s equivalent form.  The institution is the office of record. 

Disposition:               

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Added January 27, 2005

 

 

5-116 State Purchase   Description:  Card (P/Card)   State entity State Purchase Card (P/Card), statewide contract p/card and travel     p/card records required to be maintained by the State of Oklahoma Purchase Card Procedures, which include but are not limited to paper copies and/or electronic   records   of   transaction   receipts   and   logs,   dispute   documents, Cardholder and State Entity Approving Official approval records, and any other pertinent documents.  The agency copy is the state office of record copy.     Disposition:   Retain in office for seven (7) years, then destroy records after all audits have been completed and all applicable audit reports have been accepted and resolved by  all  applicable  federal  and  state  agencies,  provided  no  legal  actions  are pending.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements. Added July 28, 2005

 

 

 

5-117   Cash Register Tapes 

Description:    

Tapes collected from cash registers in university operations, such as the bookstore, student store, golf course, snack bar and other university-related retail outlets. 

Disposition:      

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Added October 26, 2006

 

 

5-118   Vendor/Payee Form 

Description:    

File contains agency copy of Vendor/Payee Form (Office of State Finance Form VEND or equivalent form) completed by vendors (payees) and state agencies, as appropriate. This information is used to establish vendors in the State’s vendor files database, which is maintained by the Office of State Finance. 

Disposition:     

Retain in office for 6 months, then destroy.

Added April 24, 2008

 

 

5-119               IRS 1099 Forms Received By Institution 

Description:      

Copies of summaries of miscellaneous earnings received by universities and colleges for revenues earned from investments, oil and gas royalties and other mineral interests, and similar revenue types. 

Disposition:    

Retain in office five (5) years, then destroy, provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Added to schedule, April 16, 2009

 

 

5-120               Miscellaneous Financial Adjustment Forms 

Description:      

Documents or forms used in conjunction with adjustment corrections to revenues collected or funds expended within an institution’s financial reporting system. 

Disposition:      

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies.

Added to schedule, April 16, 2009

 

 

5-121               Financial Statement Reconciliation Review File 

Description:    

File includes documents, reports, forms and related information created for the purpose of reviewing financial statements and reconciliations. 

Disposition:      

Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet stipulated retention requirements.

Added to schedule October 14, 2010