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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

Electronic Fund Transfers

Direct Deposit Registers.

Identification

Record Series Item Number
4.1.008
Retention Policy Number
486
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE+3

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No

Status

Last Update
10/15/21 13:47
GUID
UNTRRS-1030

ABA Transactions

Identification

Record Series Item Number
4.1.007
Retention Policy Number
329
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No
Remarks
See Retention Policy #135 for Interdepartmental Orders and #136 for Interdepartmental Transfers

Status

Last Update
6/28/21 15:31
GUID
UNTRRS-1029

Investment Transaction Files

Transfer of funds between chart field strings or between account numbers. This records series may contain but not be limited to cover sheet, supporting documentation and expenditure vouchers.

Identification

Record Series Item Number
4.1.006
Retention Policy Number
143
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No

Status

Last Update
10/15/21 13:47
GUID
UNTRRS-1028

Inventory and Other Cost Files

Production, job, labor, quotes, pricing, specifications, etc.

Identification

Record Series Item Number
4.1.005
Retention Policy Number
137
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No
Remarks
See note 1; use for merchandise

Status

Last Update
10/15/21 13:46
GUID
UNTRRS-1027

Interdepartmental Transfers

Identification

Record Series Item Number
4.1
Retention Policy Number
136
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
CONTROLLER
Vital
No

Status

Last Update
9/10/21 14:41
GUID
UNTRRS-1022

Interdepartmental Orders

Identification

Record Series Item Number
4.1
Retention Policy Number
135
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
CONTROLLER
Vital
No

Status

Last Update
9/10/21 14:40
GUID
UNTRRS-1021

Encumbrance Detail

Documents the hold(s) placed on funds for payment of services.

Identification

Record Series Item Number
4.1.004
Retention Policy Number
96
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
CONTROLLER
Vital
No

Status

Last Update
10/15/21 13:45
GUID
UNTRRS-1026
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