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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

Family Medical Leave Case Files

This series documents requests for leave and granted leaves by employees under provisions of the Federal Family and Medical Leave Act (FMLA). Records may include but are not limited to: employee leave request forms; notices to employees of leaves granted or rejected; Certification of Physician or Practitioner for employee or a family member; employee backup information and leave history records; employee time records and documentation of leave taken; continuation of health and dental insurance benefits documentation; dispute records regarding designation of leave as FMLA; and related documentation and correspondence.

Identification

Record Series Item Number
3.4
Retention Policy Number
484
Series
3.4 - Personnel Records-Time and Leave

Retention Period

Total Retention
FE+3

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No

Status

Last Update
9/10/21 14:39
GUID
UNTRRS-1011

Time Off and/or Sick Leave Requests

This series may include but not be limited to Leave Request Forms, Electronic Time Adjustment Approval Requests and other supporting documentation.

Identification

Record Series Item Number
3.4.007
Retention Policy Number
325
Series
3.4 - Personnel Records-Time and Leave

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
Includes requests for outside education during working hours. SEE ALSO 3.4 - Agency Item Number 484 for FMLA (Family Medical Leave Act) records.

Status

Last Update
10/15/21 13:44
GUID
UNTRRS-1018

Time Cards and Timesheets

A record of the number of hours worked and the number of hours taken as leave.

Identification

Record Series Item Number
3.4.006
Retention Policy Number
324
Series
3.4 - Personnel Records-Time and Leave

Retention Period

Total Retention
FE+5

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
40TAC815.6(i). 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 13:44
GUID
UNTRRS-1017

Sick Leave Pool Documentation

Requests submitted, approvals, number of hours transferred in and out, etc.

Identification

Record Series Item Number
3.4.008
Retention Policy Number
254
Series
3.4 - Personnel Records-Time and Leave

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No

Status

Last Update
10/15/21 13:45
GUID
UNTRRS-1019

Overtime Schedules

Identification

Record Series Item Number
3.4.005
Retention Policy Number
180
Series
3.4 - Personnel Records-Time and Leave

Retention Period

Total Retention
FE+5

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/15/21 13:43
GUID
UNTRRS-1016

Overtime Authorizations

Identification

Record Series Item Number
3.4.004
Retention Policy Number
179
Series
3.4 - Personnel Records-Time and Leave

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
LOCAL UNIT
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. See note 1

Status

Last Update
10/20/21 15:09
GUID
UNTRRS-1015
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