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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

Canceled Checks / Stubs / Warrants / Drafts

This consists of canceled checks issued for authorized payments or refunds.

Identification

Record Series Item Number
4.1.003
Retention Policy Number
40
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
CONTROLLER
Vital
Yes
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
6/29/21 14:29
GUID
UNTRRS-1025

Billing Detail

Provides itemized billing record for services rendered.

Identification

Record Series Item Number
4.1.002
Retention Policy Number
25
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
CONTROLLER
Vital
No
Remarks
Caution: Does not include long distance detail for telephone billing. See item number 5.5.001, 5.5.006, and 5.5.007. 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
6/29/21 14:25
GUID
UNTRRS-1024

Accounts Payable Information

This series documents an agency's expenditures and purchases. Records may include but are not limited to: departmental purchase orders; contract release orders; balance sheets; bills; invoices; invoice vouchers; journal voucher/entry forms; price quotes; and related documentation and correspondence.

Identification

Record Series Item Number
4.1.001
Retention Policy Number
4
Series
4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
CONTROLLER
Vital
No
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
6/29/21 14:31
GUID
UNTRRS-1023
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