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Vendor Setup Forms

Records providing vendor profile information.

Identification

Record Series Item Number
4.2
Retention Policy Number
418
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
US

Characteristics

Final Repository
PURCHASING
Vital
No

Status

Last Update
9/15/21 12:49
GUID
UNTRRS-1034

Vouchers, State

Identification

Record Series Item Number
4.2
Retention Policy Number
338
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
CONTROLLER
Vital
Yes
Remarks
Retention is based on UNT internal practice. 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
9/10/21 14:43
GUID
UNTRRS-1033

Vouchers, Local

Identification

Record Series Item Number
4.2
Retention Policy Number
337
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
CONTROLLER
Vital
Yes
Remarks
Retention is based on requirements listed in the Federal Student Assistance General Provisions 34 CFR 668.24: Record Retention and Examinations.

Status

Last Update
10/20/21 15:08
GUID
UNTRRS-1032

Purchase Orders, Reports, Documentation

Requisitions, orders, receiving reports, invoices, or statements, change orders, best value determinations, etc.

Identification

Record Series Item Number
4.2.005
Retention Policy Number
209
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
PURCHASING
Vital
Yes
Remarks
Retention is based on requirements listed in the Federal Student Assistance General Provisions Record Retention and Examinations. Government Code, 441.1855

Status

Last Update
6/29/21 13:33
GUID
UNTRRS-1039

General Journal Voucher

A record of budget entries and transfers of funds between and agency's budgets.

Identification

Record Series Item Number
4.2.006
Retention Policy Number
120
Series
4.2 - Fiscal Records-Documents of Original Entry

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 13:50
GUID
UNTRRS-1040

Encumbrance Vouchers

Orders, statements, change orders, etc.

Identification

Record Series Item Number
4.2.004
Retention Policy Number
97
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
CONTROLLER
Vital
No

Status

Last Update
10/15/21 13:49
GUID
UNTRRS-1038

Daily Cash Receipts Log

Identification

Record Series Item Number
4.2.003
Retention Policy Number
68
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
CONTROLLER/LOCAL UNIT
Vital
No

Status

Last Update
10/15/21 13:49
GUID
UNTRRS-1037

Certificates of Payment - College Work - Study Program

Identification

Record Series Item Number
4.2
Retention Policy Number
46
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
FE + 7

Characteristics

Final Repository
FINANCIAL AID
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 and THECB MOU.

Status

Last Update
6/28/21 15:08
GUID
UNTRRS-1031

Cash Receipts

Includes receipts for fees (permits, licenses, renewals, etc.)

Identification

Record Series Item Number
4.2.002
Retention Policy Number
44
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
CONTROLLER/LOCAL UNIT
Vital
Yes

Status

Last Update
10/15/21 13:48
GUID
UNTRRS-1036

Cash Deposit Vouchers

Cash deposit slips.

Identification

Record Series Item Number
4.2.001
Retention Policy Number
43
Series
4.2 - Fiscal Records-Documents of Original Entry

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
CONTROLLER
Vital
No
Remarks
Departmental CAUTION Statement: Internal Audit will expect the department to maintain this documentation in the event of an audit, rather than the institutional processing office. (i.e. Student Accounting)

Status

Last Update
10/15/21 13:48
GUID
UNTRRS-1035
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