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Fines Records, Paid

Identification

Record Series Item Number
4.7
Retention Policy Number
113
Series
4.7 - Fiscal Records-Other Fiscal

Retention Period

Total Retention
3

Characteristics

Final Repository
LOCAL UNIT
Vital
Yes

Status

Last Update
9/15/21 13:01
GUID
UNTRRS-1066

Grant Records (Federal and State)

This series documents state and
federal grant projects participated
in or administered by state
agencies. It includes grant
authorization records, which
provide evidence of the award of
grants to or by agencies;
grant/project financial or
performance reports, which are
periodic reports of financial activity
and/or program performance
related to grants received or made
by agencies.

Identification

Record Series Item Number
4.7.008
Retention Policy Number
109
Series
4.7 - Fiscal Records-Other Fiscal

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
RESEARCH SERVICES
Vital
Yes
Remarks
AC=Terms of the grant and/or satisfaction of all uniform administrative requirements for grants and cooperative agreements to state and local governments (The Common Rule).
CAUTION: Retention requirements may vary depending on the specific funding agency. Agencies must ensure that records are retained for the appropriate retention period.

Status

Last Update
10/15/21 16:42
GUID
UNTRRS-1085

Detail Chart of Accounts

A list of accounts used by an organization with each account usually assigned a number or code.

Identification

Record Series Item Number
4.7.007
Retention Policy Number
77
Series
4.7 - Fiscal Records-Other Fiscal

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
CONTROLLER
Vital
No

Status

Last Update
10/15/21 16:42
GUID
UNTRRS-1081

Comptroller Statements

Statements issued by the Comptroller's office, including statements of assurance, financial integrity statements, statements and response to proposals, etc.

Identification

Record Series Item Number
4.7.006
Retention Policy Number
54
Series
4.7 - Fiscal Records-Other Fiscal

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No

Status

Last Update
10/15/21 16:42
GUID
UNTRRS-1080

Claim Files

Identification

Record Series Item Number
4.7.005
Retention Policy Number
48
Series
4.7 - Fiscal Records-Other Fiscal

Retention Period

Total Retention
AC+FE+5

Characteristics

Final Repository
CONTROLLER
Vital
Yes
Remarks
AC = Resolution of claim. Will be retained at least 3 years following the resolution of the claim.

Status

Last Update
10/15/21 16:41
GUID
UNTRRS-1079

Capital Asset Records

Identification

Record Series Item Number
4.7.004
Retention Policy Number
41
Series
4.7 - Fiscal Records-Other Fiscal

Retention Period

Total Retention
LA + 4

Characteristics

Final Repository
ASSET MANAGEMENT
Vital
No
Remarks
Retention period by advice of legal counsel.

Status

Last Update
10/15/21 16:40
GUID
UNTRRS-1078

Bank Statements

Periodic statement of bank balances containing information showing income and outgoings on a bank account.

Identification

Record Series Item Number
4.7.002
Retention Policy Number
21
Series
4.7 - Fiscal Records-Other Fiscal

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
CONTROLLER
Vital
No
Remarks
Retention is also based on requirements listed in the Federal Student Assistance General Provisions 34 CFR 668.24: Record Retention and Examinations.

Status

Last Update
10/15/21 16:39
GUID
UNTRRS-1076

Accounting Policies and Procedures Manual

Any internally distributed manuals, guidelines, or similar records that define agency wide policies and procedures concerning the accounting function of an agency.

Identification

Record Series Item Number
4.7.001
Retention Policy Number
3
Series
4.7 - Fiscal Records-Other Fiscal

Retention Period

Total Retention
US + 3

Characteristics

Final Repository
CONTROLLER
Vital
Yes

Status

Last Update
6/29/21 13:42
GUID
UNTRRS-1084

Reconciliations

Identification

Record Series Item Number
4.6.002
Retention Policy Number
213
Series
4.6 - Fiscal Records-Documents Showing Compliance with System of Internal Control

Retention Period

Total Retention
FE +3

Characteristics

Final Repository
CONTROLLER/LOCAL UNIT
Vital
No
Remarks
Non-federal records are kept FE+3; records for federal accounts for FE+6. Internal Audit will expect the department to maintain this documentation in the event of an audit, rather than the institutional processing office (i.e. Financial Accounting).

Status

Last Update
10/15/21 16:38
GUID
UNTRRS-1061
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