University of California Records Management Disposition SchedulesA. BUDGET AND BUDGET CONTROLRecord Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
UFIN1521 Budget Adjustment Journal Accounting *10 1-5 * G Department Accounts, Record of Department 5 1-5 Expenditures (unless specifically identified elsewhere) G Departmental Background Material for Department 5 0-5 Budget Preparation Accounting-SF Chancellor-B G Departmental Budget Requests for Each Chancellor 5 0-5 Year Acctg.-LA,SF Budget-I,SD,S F G Departmental Allocations - Budget for OP-VP-BUR 1 copy 0-5 Current Operations Accounting permanent G or DSIR Batch Transmittal Control Sheet DSIR Campus UAT --- USIR120 Coordinator G or DSIR Class Data Input Form Planning 0-1 --- USIR115 Office G or DSIR Dictionary Input Department Name DSIR Campus UAT --- USIR104 Coordinator G or DSIR Dictionary Input Course Name DSIR Campus UAT --- USIR105 Coordinator G or DSIR Dictionary Input Facilities DSIR Campus UAT --- USIR106 Department Coordinator G or DSIR Dictionary Input Account Number DSIR Campus UAT --- USIR107 Coordinator G or DSIR Dictionary Input Building Name DSIR Campus UAT --- USIR108 Coordinator G or DSIR Facilities Utilization Reports Campus UAT --- USIR122 Campus Selection and Report Request Form Admin. Data Processing G or DSIR Instructor Pay Data Changes DSIR Campus UAT --- USIR116 Coordinator G or DSIR Processing Request Campus UAT --- USIR121 Admin. Data Processing G or DSIR Requests Form, Miscellaneous Campus UAT --- USIR123 Admin. Data Processing G Personnel Listing OP-VP-BUR 1 copy 0-5 Accounting permanent * UFIN1520 Transfer of Funds Requests OP-VP-BUR *10 1-5 UFIN1520A Accounting 10 UFIN1521 Budget Reports - Computer Generated Control/Master Files and EditA. BUDGET AND BUDGET CONTROL (continued)Control Reports Campus 0-1 --- Budget or Accounting Master Files Campus 0-1 --- Budget or Accounting Transaction Lists Campus 0-5 --- Budget or Accounting Extracts Campus 0-1 --- Budget or Accounting Worksheets/Tables Campus 0-1 --- Budget or Accounting Financial Activity * Actual Expenditures Campus 5 0-5 Budget or Accounting 10 0-5 OP-Budget Actual Income/Unexpended Balances Campus 5 0-5 Budget or Accounting 10 0-5 OP-Budget . Adjusted Budget Campus 5-Perm 0-5 Budget or Accounting 10 0-5 OP-Budget . Departmental Allocations Campus 5 then to 0-5 Budget or Archives Accounting 10 then to 0-5 OP-Budget Archives Data System of Instructional Resources Report - Computer Generated G or DSIR Control Counts DSIR Campus 1 --- SIR0100 Coordinator, Campus Planning G or DSIR Composite Class Data Error List DSIR Campus UAT --- SIR2000 Coordinator, Campus Planning G or URIS Records Rejected at URIS/SIR DSIR Campus UAT --- SIR2101 Interface Coordinator, Campus Planning G or DSIR Batch Header Control Sheet DSIR Campus 0-1 --- SIR2204 Coordinator, Campus Planning G or DSIR Course Name Dictionary Mismatches DSIR Campus UAT --- SIR2301 Coordinator, Campus Planning G or DSIR Building Name (Registrar) DSIR Campus UAT --- SIR2302 Dictionary Mismatches Coordinator, Campus Planning G or DSIR Class Data Workfile Readiness DSIR Campus 0-1 --- SIR2405 Statistics Coordinator, Campus Planning G or Class Data Input Form DSIR Campus 0-5 --- SIR2500 Coordinator, Campus Planning G or DSIR Enrollments and SCH by Course Name DSIR Campus 0-10 0-5 SIR2600 Coordinator, Campus Planning G or DSIR Payroll Record Coding Errors DSIR Campus UAT --- SIR3101 Coordinator, Campus Planning G or DSIR Validation of Instructor Pay Data DSIR Campus UAT --- SIR3401 Changes Coordinator, Campus Planning G or DSIR Instructor Pay Change Listing DSIR Campus 0-1 --- SIR3602 Coordinator, Campus Planning G or DSIR Facilities Error List DSIR Campus UAT --- SIR4201 Coordinator, Campus Planning G or DSIR Instructor/Class Reconciliation DSIR Campus UAT --- SIR4601 Errors Coordinator, Campus Planning G or DSIR Instructor Pay Accounts Not in the DSIR Campus UAT --- SIR4602 Account Dictionary Coordinator, Campus Planning G or DSIR Facility Report - Classes DSIR Campus 10 1-5 SIR5300 Scheduled Each Hour in Each Room++ Coordinator, Campus Planning SIR7200 DSIR Instructor Information List++ DSIR Campus 10 1-5 Coordinator, Campus Planning ++Disposition schedule refers to the final version of the report. Preliminary reports should be kept until superseded. Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
Staffing List Reports - Computer Generated Provisions Payroll Personnel System Extracts Accounting UAT 0-1 Campus Budget Provision Listings/Transaction Lists Accounting UAT 0-1 Campus 0-2 Budget 0-3 Academic & Staff Personnel Provision/Salary Listings Accounting 0-2 0-1 Campus Budget Academic & Staff Personnel Control Job Control Proof Lists Accounting 0-1 --- Campus Budget Academic & Staff Personnel Academic/Staff Tally Sheets Accounting 1-2 0-1 Error/Exception - Reports Accounting 0-1 UAT Campus Budget Provision/Budget Extracts Accounting 0-1 --- Campus Budget Academic & Staff Personnel Staffing Patterns Preliminary Staffing List Accounting 0-5 --- Campus 0-2 Budget 0-2 Academic & Staff Personnel Final Staffing List - All Sequences Accounting 0-5 0-5 Campus 5, then to Budget Archives 0-5 Academic & Staff Personnel Merit & Promotion Eligibility Listings Accounting 0-2 0-2 Campus Budget Academic & Staff Personnel Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyB. CASH RECEIPTS AND RECEIVABLES
G Application Fee Receipts Admissions 2 0-2 Accounting-SF Grad. Div.-SD Series Bank Deposit Receipts Accounting 2 1 180-190 USFA120 Bill for Overpayment Accounting 2 1 Cashier 2 (after payment) 23 & Cancellation of Invoices and Sundry Accounting 2-5 1 variations Debtor Bills Cashier 2 after cancelled G Cash Collections, Departmental Records Accounting 2 1 of Cash Collected and Transmitted to or Cashier Departments G Cashier's Tapes Accounting 2 UAT G Central Cashiering Cash Receipt Cashier 0-1 --- Transactions, NCR 52 Punch Paper Tape Accounting USFA117 Check Deposit Request Financial *5 --- Aid *2 Accounting Confidential Statement and Disclosure of Loan 5 after loan --- Rights and Responsibilities Collection repaid, cancelled or assigned G Construction Plan Deposit Receipts Accounting 2-10 0-3 or upon completion of construction contract G Credit Card Sales Department 2 --- Draft/Visa/Mastercharge DPC82 Deferment of Fees Accounting *2 2 DPC82 Deferment of Fees (Educational Fee Loan Accounting-D, 2 after note 1 following Deferments) paid or quarter in I,LA,R,SB,SD, cancelled which used OP-Controller G Exit Interview - Truth in Lending Loan 5 after loan --- Statement and Documentation Collection repaid, cancelled, or assigned G Fee Deferment Authorization, Educational Loan 5 after loan 1-5 Fee Deferment Program Collection repaid, or assigned Loan Collection Account Control Card Loan 5 after loan --- Collection repaid, cancelled, or assigned G Miscellaneous Receipts Accounting *2 1 G Registration Fee Cards Cashier 2 --- Accounting-SF Registrar-SB G Report of Mail and Departmental Receipts Accounting 2 UAT (Cashier's Daily Report) G Summary of Cash Deposits, Listing of Accounting 2 0-2 Checks *22 & Invoices and Sundry Debtor Bills Accounting 2-5 1 variations Cashier 2 after paid --- G Ticket Report, Daily Accounting 2 0-1 G Tickets, Unsold Department UAT --- DPC80 Waiver of Fees Accounting-D, 2 1 following quarter in I, which used LA,R,SB,SD G Written-off Bills - Related to Students Office 2-5 under --- responsible $100 --- for 10 if $100 collection or more follow up Registration (Financial) Reports - Computer Generated RE160 Fee Reconciliation Report Accounting *10 --- RE185 Resident/Nonresident Status Revision Accounting 10 2 or Registrar RE195A Waivers by Name Accounting-D, 2 1 I,LA,R,SB,SD RE195B Deferments by Name Accounting-D, 2 1 I,LA,R,SB,SD RE195C Waivers by Type and Income Accounting 2 1 RE195D Deferments by Agency Code Accounting 2 1 RS195 Agency Billing for Deferments or Waiver Accounting 2 1 Listing Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyC. EQUIPMENT INVENTORY
Equipment Inventory Forms/ReportsD. FINANCIAL REPORTS AND STATEMENTSG Equipment Inventory Modification Equipment *5 1 Request Mgmt. G Input Form Equipment Inventory Equipment 1 --- Purchases Mgmt. G Locator Card/Equipment Property Card Custodian 0-Until --- Dept. equipment disposal *G Inventorial Equipment Property Number Equipment Permanent --- Log Mgmt. (V) G Input Form Inventorial Equipment Equipment 0-1 --- Inventory Systems Mgmt. or Accounting G Inventorial Acquisition by CALCODE Equipment UAT UAT Mgmt. Equipment Inventory Reports - Computer Generated G Edit Transactions for Inventory Accounting 0-1 0-1 Equipment or Equipment Mgmt. G Update to Equipment Inventory Master Accounting 0-1 --- File or Equipment Mgmt. G Inventorial Equipment, Acquisitions Accounting *5-10 1 Transfers by Property Number or Equipment Mgmt. G Inventory Equipment, Department Summary Accounting Until --- or Equipment superseded Mgmt. by Annual Report G Equipment Valued at Over $10,000 Equipment **, *5 0-5 Mgmt. G Equipment Valued at $1,000 or More Custodian Until --- Dept. superseded G Reconciliation of Value Recorded and Accounting 2 --- Amount Paid for Equipment G Terminal Inventory (Contract and Grant) Equipment **, *5 0-5 Mgmt. G Equipment Inventory Statistical Sample Equipment 2 --- Mgmt. G Hospital Equipment Summaries Hospital 10 --- Acctg. *G Annual Register of Inventory Equipment Equipment *2-5 0-2 by Custodial Department Mgmt. G Equipment Inventory Specialized Annual Accounting Until --- Listings or Equipment superseded Mgmt. G Annual CALCODE Register of Inventorial Equipment Until 0-1 Equipment Mgmt. superseded Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
G Auxiliary and Service Enterprises, OP-Controller 3 copies 1-10 Financial Statements, Annual permanent 1 copy Accounting permanent G Campus Financial Schedules, Annual (see OP-Controller 3 copies 1-10 also Financial Report, Annual) permanent 1 copy Accounting permanent G Financial Report, Annual (see also OP-Controller 3 copies 1-10 Campus Financial Schedules, Annual) permanent 1 copy Accounting permanent G Financial Reports, other than UC, State Department 5 --- of California, and other Universities G Financial Reports, Other Universities Department 5 0-5 and State of California Controller G Fiscal and Administrative Reports, Accounting *5-10 0-5 Federal Financial Aid and Training Financial *5-10 Program Grants Aid G Fiscal Reports, Federal Research Grants Accounting *10 0-5 G Operating Statements for Auxiliary and Accounting 10 0-5 Service Enterprises VC-Business & Finance-R G Reimbursement Claims, Federal Contracts Accounting *10 --- Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyE. PURCHASING AND DISBURSEMENTS
ADP2602 Administrative Data Processing Charges Accounting 10 3 for Period _____ to _____ (Support for Interdepartmental Order and Charge Form) UFIN107 Administrative Funds-Summary of Accounting/ 5 0-5 Expenditure Report Chancellor UFIN108 Administrative Funds-Travel Report Accounting/ 5 0-5 Chancellor UFIN109 Administrative Funds-Entertainment Accounting/ 5 0-5 Report Chancellor UFIN110 Administrative Funds-Gift, Contribution, Accounting/ 5 0-5 and Miscellaneous Expense Reports Chancellor G or Application for Travel Expense Chancellor 2 --- U196 Accounting SB, SF USFA118 Award/Offer Batch Control Sheet Financial UAT --- Aid G Bank Statements for Students Emergency Accounting 2-5 --- Loan Accounts Dean of Students, or Financial Aid Office G Blank Check Stock Control - Accounting Accounting 5 --- Office Control Record G Blanket Requisition Purchasing After Annual 1 Financial Report Issued G Cancellation Notice (of General Purchasing 5 (E&F) 0-5 Requisition) 2 (S&E) 0-5 G Cancelled Checks and Check Stubs for Dean of 2-5 0-5 Student Emergency Loan Accounts Students, Financial Aid, or Accounting USFA116 Cancelled Check Transmittal Accounting 1-5 1 G Check Reconciliation, Vendor Accounting *10 --- G Check Signer (Mechanical) Report Accounting 1 --- G Checks-Paid, Vendor Accounting *5 --- * G Contractor's Payroll Accounting, *Following --- Voucher/Certification (by Construction Design & term of Contractor) Con- contract or struction--SD grant UFIN287 Data Processing Batch Slip Accounting UAT --- G Declaration of Lost or Destroyed Checks Accounting *5 1 G Delivery Receipts Receiving 0-5 (subject --- Department to contract requirements if used as basis for invoice payment) UCR0270 Exception Listing Revision OP-Personnel 1 0-1 Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyE. PURCHASING AND DISTRIBUTION (continued)
P15 Exception Report (Exceptions to Purchase Negotiating *5 after Agreements) Office expiration of agreement1 after expiration of agreement G or Financial Aid Offer/Award Transmittal Financial *5 after 0-5 USFA104 Aid loan repaid, (formerly Loan can- celled, USFA Collection or assigned 100) USFA119 Financial Aid Rush and Cancelled Check Financial 2-5 --- Error Correction Transmittal Aid ISD43 Forms Printing Specifications Purchasing 2 1-2 Printing 1 G or U10 General Requisition (replaced by Purchasing *5 (E&F) 0-5 Purchase Requisition) *2 (S&E) * G Invoices (all types) Accounting *5 0-5 291 List of Requests for Withdrawals from Treasurer 5 1-5 Treasurer's Construction Funds OP-Corporate *5 Accounting 292 List of Requests for Withdrawals from Treasurer 5 1-5 Treasurer's AEC Funds OP-Corporate *5 Accounting 293 List of Requests for Withdrawals from Treasurer 5 1-5 Treasurer's General Funds OP-Corporate *5 Accounting G Low Value Purchase Authorization Department *5 0-5 after Purchasing cancellation G Materiel Value Report Business 5 1 Affairs G or Miscellaneous Blanket Authorization Accounting *5 0-5 E103 (MBA) * G Purchase Agreements Negotiating *5 after 1-2 after Office expiration expiration
G Purchase Orders Purchasing *5 (E&F) 0-5 *2 (S&E) Accounting *5 UP10B Purchase Requisition (formerly General Purchasing *5 (E&F) 0-5 Requisition) *2 (S&E) Accounting *5 G Purchase Requisition Register Purchasing 6 0-6 G Purchasing Report, Monthly Business or 0-5 --- VC-Business & Finance U1515 Removal Expense Agreement Accounting *5 UAT Report of Departmental Accounting *5 0-5 Expense--University Travel and Hazardous Employment (Accidental Death, Dismemberment, and Disability Insurance) G Request for Approval to Engage Services Department *5 0-5 of Independent Consultant Purchasing Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyE. PURCHASING AND DISTRIBUTION (continued)1 or Request for Delivery Purchasing 1-5 --- E155 Department-B, LA, SB U11 Request for Establishment of or Accounting 1 0-5 Adjustment to a Blanket Order U5 Request for Issuance of Check (other Accounting *5 0-5 than payroll) G or Request for Issuance of Financial Aid Accounting *5 0-5 USFA115 Check G or Request for Revolving Fund Reimbursement OP-Corporate 5 --- UFIN220 Accounting, Accounting DD1149 Requisition and Invoice/Shipping Inventory 0-1 0-1 Document (Unfilled) DD1149 Requisition and Invoice/Shipping Inventory *5 0-5 Document (Filled) G Return Goods Memorandum Receiving *0-5 --- G Stop Payment Request Accounting 1 l G Textbook Orders (see Purchase Orders) Ordering Department or Bookstore G or Transfer Order Excess Personal Property Inventory 0-1 0-1 DD122 (Unfilled) G or Transfer Order Excess Personal Property Inventory *5 0-5 DD122 (Filled) G Travel Advance, Request for Accounting *5 0-5 U85 Travel Expense Voucher Accounting *5 0-5 G or Vendor Check Adjustments Accounting 2-5 --- UFIN100 G Vendor Check Voucher Copy Accounting *5 --- Accounts Payable Reports - Computer Generated AP009- Accounts Payable Balancing Using Vendor Accounting 0-1 --- APX009 Payment Section as a Service Department AP010 Accounts Payable Input Balancing Accounting UAT UAT AP015 Vendor Address Edit Listing Accounting 1 0-1 AP016 Tape to Printer Vendor Address File Accounting Until --- superseded * AP030 Check Register, Vendor Accounting 10 --- * AP030 Vendor Check Register and State Claims Accounting 10 --- Register * AP031 List Equipment Purchases Accounting 1 --- AP040 Accounts Payable Generalized List Accounting *5 0-5 AP041 UCRS and Carnegie Payments Listing Accounting 5 0-5 AP042 List UCRS Annuitants Deductions Accounting UAT 0-1 OP-Benefits AP090 Monthly Vendor Listing Accounting 1 --- AP100 Use Tax Listing for Journal Accounting *10 --- AP690 Semiannual Vendor Listing Accounting 2-5 0-1 G or Edit Taxpayer I.D. Number in Accounts Accounting 1-2 --- AP910 Payable File G or Address Research File for Forms 1099 Accounting 1-2 --- AP913 G or Reference List of Vendor Payments Accounting 4 after due --- AP920 date of tax AP927 Card to Tape and Edit Vendor Addresses Accounting 0-1 --- for Forms 1099 G or Form 1099 Production Accounting 4 after due --- AP930 date of tax AP937 List Inactive or Slightly Active Vendor Accounting 1 --- Addresses APX036 Equipment Purchases-Object Accounting 0-1 0-1 APX036 Library Purchases-Object Library UAT UAT APX0901 Cumulative Vendor Register (on Accounting Until 0-1 Microfiche) superseded, except 6-month microfiche, 2-5 Financial Aid Reports - Computer Generated FAS0800 Financial Aid Check Write Payments Financial UAT 0-1 Extract - Exceptions List Aid FAS0850 Financial Aid - Check Write Accounting *5 0-5 Certification List by Name FAS0852 Financial Aid - Check Write Financial 1 0-1 Certification List by Account Aid FAS0854 Financial Aid - Loan Payment List Financial l 0-1 Aid Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyG. OTHERAbstract of Judgment and Affadavit VC-Business 1 --- & Finance G or Account Profile (Manual of Accounts) Accounting Transfer to Until UFIN1530 Active inactive superseded files when superseded G or Account Profile (Manual of Accounts) Accounting *25 --- UFIN1530 Inactive G or Account Profile Changes Accounting 0-1 0-1 UFIN1531 * 7 Construction and Repair Requisition Physical *1-5 0-5 Plant *1 Accounting G Cost Sharing Contribution Report Accounting *10 0-5 G Cost Sharing Contributions, Department *10 0-5 Supplementary Information and Records Explaining G Departmental Records/Logs Supporting Department *5 0-5 Redistributed Minor Charges such as Xerox Machine Rental and Paper Costs, Telephone Charges, Mail Charges, Supplies, etc.--According to Direct Costing Policy G Department Substantiating Supplementary Department *5 0-5 Documentation Containing Detailed Information in Support of Service Department or Departmental Recharges for Goods or Services Furnished to Other Departments G Departmental Transfer of Nonpayroll Accounting *5 0-5 Expense G Endowment Folders OP-Corporate Permanent 10 0-1 Accounting after inactive, then to Accounting Archives 0-10 after inactive G External Audit Reports OP-Corporate *10 *5-10 Accounting * G or 40 Facilities Management Requisition Facilities *10 0-5 Mgmt/Physical Plant Accounting *1 UFAD105 FADS Account/Fund Supplemental File Accounting UAT 0-1 Selection Request or Budget/Planning Office UFAD104 FADS Batch Transmittal Control Accounting UAT 0-1 or Budget/Planning Office UFAD106 FADS Financial Workfile Supplemental Accounting UAT 0-1 Input or Budget/Planning Office UFAD101 FADS Future Temporary Appointments Accounting UAT 0-1 or Budget/Planning Office UFAD103 FADS Supplementary Input Appointments Accounting 1 0-1 Data--Without Salary Appointments or Budget/Planning Office Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyF. OTHER (continued)UFAD102 FADS Year at Rank and Step Accounting UAT 0-1 or Budget/Planning Office USFA106 Financial Aid Basic Record Transmittal Financial *5 0-5 Aid UFIN288 Financial Journal, including supporting Accounting *5 0-5 data pertaining to service department recharges, departmental transfers of expense, or other corresponding expenditure account transactions All other financial transactions Accounting *10 0-5 G Hospital Charge Tags, Credit Memos, Accounting 1 --- Rebate Tags, Refund Tags ISD42 Information Systems Recharge Agreement OP-Information 1 after 0-1 after Systems completion completion of project of project G Interdepartmental Order and Charge Form Accounting *10 1 UFIN285 Lien Adjustments Accounting After Annual 0-1 Financial Report Issued UFIN284 Lien Voucher Accounting After Annual 0-1 Financial Report Issued G Loan Ledger Cards (other than NDEA) Business 3 after --- Accounting-SF payments made Central Services-SD Dean of Students-D Loan Office-B G Loan Ledger Cards, NDEA Business Pending --- Accounting-SF published NDEA Central schedules Services-SD Dean of Students-D Loan Office-B UFIN220 Monthly Summary of Wire Transfers to OP Corporate 5 --- Campus Revolving Funds Accounting 5 --- UFIN120 Non-Payroll Expenditure Adjustment Accounting *5 0-5 Request G Notice of Garnishment Accounting 1 --- G Notice of Levy (Internal Revenue VC-Business 1 --- Service) & Finance UFIN162 No Warrant State Claim OP-Controller 5 after 0-5 claim honored Accounting 5 after claim honored G Order to Withhold Tax (Franchise Tax VC-Business 1 --- Board) & Finance G Petty Cash Audit Reports Accounting 2 1 Physical Plant Requisitions (See Facilities Management Requisition) G Promissory Notes - Employees Emergency VC-Business 2-5 after 0-5 Loan Funds & Finance note paid or (V) cancelled G Promissory Notes - Students Emergency Dean of 2-5 after 0-5 Loan Accounts Students or note paid or Financial cancelled Aid Office (V) G Promissory Notes - Student Loans Loan Office *2-5 after 0-5 (V) note paid or cancelled I-2 Proof of Loss OP-Risk 2 2 Management G Reconciliation of Accounts to State Accounting 2 0-2 Appropriations G Report to State Controller of Remittance OP-Corporate 5 upon --- to State Treasurer Accounting certification or Accounting * G Sale of Surplus Property, Record of Purchasing 2-5 --- G or Signature Authorization or Cancellation Accounting 1 after Until U242 Purchasing cancellation cancelled UFIN161 State Claims for Reimbursement OP-Corporate 5 after 0-5 Accounting claim Accounting honored U451 Tax Free Ethyl Alcohol Received and Used Purchasing 3 --- Report Storehouse-B, SD; Stu. Health Service-SB Unrelated Business, Federal Tax Forms IRS Form Financial Worksheets OP-Corporate 25 --- 990 Accounting IRS Form Nonfinancial Worksheets OP-Corporate 25 --- 990 Accounting IRS Form Form 990-T and Supporting Worksheets OP-Corporate 25 --- 990T Accounting Vehicle Status Report Purchasing 0-5 1 after car is sold PL16 Veterans' Books, Reports, Claims Accounting 5 1-5 346 550 G Western Union and Teletype Recharges Acctg. *2 0-1 Central Steno-SB; Communica.-LA ; Telephone-R, SD U1540 Work Study Program Recharge Account Accounting 0-1 --- Number Assignment Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyF. OTHER (continued)Financial Aid Reports - Computer Generated FAS0162 Financial Aid System Input to General Accounting *5 0-5 Ledger FAS0880 Financial Aid Fund Status Report Financial 0-1 0-1 Aid FAS1051 Financial Aid Program Inventory Report Financial 2 0-1 Aid FAS1251 Health Professions Annual Operating Financial 2 0-1 Report Aid FAS1252 Health Professions Annual Report Detail Financial 0-1 0-1 Aid Fiscal Closing Reports - Computer Generated G or List of Lien Balances Accounting 0-1 0-1 C102B G or Miscellaneous Adjustments to Unexpended Accounting 1-10 0-1 C103A Balances 7/1/-- to 5/31/-- G or List Overhead and Income Accrual Accounting 0-1 0-1 C123B7 Entries G or Expenditure Account Titles for Annual Accounting 1-10 0-1 C123.1 Report Code Review G or List Annotations to List of Contract Accounting 1 --- C131B and Grant Activity from Closing Step 123B7 G or Calculation of Overhead, Income Accrual Accounting 1-3 --- C131C and Income Transfer G or Miscellaneous Adjustments to Unexpended Accounting 1-10 0-1 C131.2B Balances 7/1/-- to 6/30/-- Interim G or Object Summary in Object Sequence - Accounting Until --- C131.2B3 Interim superseded G or Closing Worksheets Accounting 10 0-1 C143B G or List of Transactions from Interim Accounting 0-1 0-1 C143C Ledgers to Closing Worksheet Cut-Off G or Listing of Financial Control Accounts Accounting 0-1 0-1 C143F G or Miscellaneous Adjustments to Unexpected Accounting 1-10 0-1 C143G Balances 7/1/-- to 6/30/-- G or Selected Activities July Transactions Accounting 0-1 UAT C148.1 G or Object Summary in Object Code Sequence Accounting 25 1-5 C149B G or Object Code 8500 Summary by Fund Accounting 10 1 C149B8 Object Code 8500 Summary by Account Accounting 10 1 G or Post Closing Unexpended Balances Accounting *25 1-5 C149D G or Analysis of Closing Accounts Accounting 10 0-5 C149E G or Post Closing Balance Sheet Summary Accounting 1-10 0-5 C149I G or Reversal Journal Listing by Account Accounting 1-10 0-1 C150B G or Analysis of General Funds Lapsed Accounting 10 0-5 C151A G or Reappropriation Entries for Annotation Accounting 5-10 0-1 C151B of Account Charges G or Reappropriation Entries from Annotation Accounting 10 0-1 C151D of Account Charges Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyF. OTHER (continued)Fiscal Closing Reports - Computer Generated (continued) G or Miscellaneous Adjustment to Unexpended Accounting 10 0-5 C152A Balances 7/1/-- to 6/30/-- G or Expenditures by Department Schedule C Accounting 1-10 0-5 C153B1 G or Expenditures by Function--Schedule B Accounting 1-10 0-5 C153B2 * G or Expenditures by Fund Source--Schedule D Accounting 1-10 0-5 C153D G or Expenditures by Department--Detail by Accounting 1-10 0-5 C153G Account G or Obsolete General Ledger Title File in Accounting 1-10 --- C159A Account Sequence G or Obsolete General Ledger Title File in Accounting 1-10 --- C159A Fund Sequence G or List Endowment Fund Principal in Accounting Permanent 0-5 C221 Location Fund Sequence G or Preliminary Report of Loan Fund Accounting 1-10 0-1 C303 Principal Activity G or Final Report of Loan Fund Principal Accounting 10 0-5 C304.1 Activity * G or List Plant Expenditures by Account Accounting 5 0-1 C501 Object and Requisition Number * G or Detail Plant Expenditures (by Account, Accounting 5 0-1 C502A Object, and Requisition Number) 7/1/-- to 6/30/-- G or Preliminary Report of Plant Reserve Accounting 1-10 0-1 C505.1 Activity * G or List Annual Report of Plant Assets Accounting Permanent 1-10 C509 * G or Final Report of Plant Reserve Activity Accounting 10 0-5 C509.1 G or Closing Worksheets Accounting 10 0-5 C4753 G or List Inactive Account Titles in Fund Accounting 0-5 UAT C0159 Sequence General Ledger Report - Computer Generated G or Balance Listing Accounting 0-1 --- GL010 G or Listing of Lien Exceptions Accounting 1 0-1 GL016 G or Edit of Changes to General Ledger Title Accounting UAT --- GL050 File G or Account Title File Update and List of Accounting UAT --- GL052 Changes G or Listing of Inactive General Ledger Accounting 0-1 --- GL055 Titles G or List General Ledger Titles Accounting 0-1 --- GL056 G or Update GL Account-Fund Title File with Accounting 0-1 --- GL057 Payroll Address G or Ledgers (General Ledger Detail) Accounting *25 1-5 GL060 (V) The Records Management Committee has approved an exception to the GL060 Ledgers' disposition schedule to permit sections listed below to be destroyed according to the schedule listed below. The ledger sections pertaining to these accountings are no longer useful after five years as opposed to the longer period of usefulness of the General Ledger as a whole. Sundry Debtor Account 112670 Accounting 5 1-5 Sundry Debtor University Extension Media Center Account 112675 University Extension Continuing Education of the Bar Account J-112674 G or Ledgers (Summary General Ledger) Accounting *25 1-5 GL070 (V) G or Fund Detail Summary Accounting 10 --- GL090 G or Fund Detail and Summary (I&J) Accounting 1-5 0-2 GL090D G or University Extension Fund Summary OP-University 10 0-5 GL091 Extension G or Fund Summary - State and Agriculture Accounting 0-1 0-1 GL095 and Federal Contracts and Grants G or Object Summary Accounting 5 --- GL110 G or Irregular Object Transactions and Accounting 5-10 1 GL113 Summaries G or General Ledger Activity Counts Accounting 2 --- GL115 G or Status of Current General Funds, Income Accounting 10 0-2 GL130 (A) Status of Current Restricted Funds, Accounting 10 0-2 Income (B) Status of Current General Funds, Accounting 10 0-2 Expense (C) Status of Current Restricted Funds, Accounting 10 0-2 Expense (D) Sectional Summary Report Accounting 2 UAT Departments-S D G or Loan Fund Principal Detail Activity Accounting 10 0-10 GL142 G or Loan Fund Receivables and Loan Fund Accounting 10 0-10 GL143 Balances G or List of Overdrawn Accounts Accounting 0-1 0-1 GL165 G or Title Exceptions Accounting 0-10 0-10 GL176 G or Mid-month Title Exceptions Accounting 0-10 0-10 GL176B G or Create Reverse of Entries with Accounting 0-1 0-1 GL177 Exceptions G or Work Study, 15 percent Distribution (10 Accounting 10 0-1 GL180 to 15 percent) G or President's Work-Study Program Earnings Accounting 10 0-1 GL185 G or Billing Master File Changes (Exception Accounting UAT --- GL206 Listing) G or Service Activity Billing Master File Accounting 0-1 --- GL208 Maintenance G or Service Department Billing List Accounting 10 0-5 GL209 G or Service Department Billing Balancing Accounting 10 0-5 GL210 G or List Service Billing User Departments Accounting 0-1 --- GL212 Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyF. OTHER (continued)General Ledger Reports - Computer Generated (continued)
G or List - Interdepartmental Blankets Accounting 1-2 --- GL215 G or List Federal Grant Expenditures Accounting *3 after --- GL232 termination G or Detail of Telephone Charges Accounting *10 --- GL300 by Account Equipment Long Distance Message Units G or NSF Expenditure Ceiling Status Report Accounting 1-5 0-1 GL310 G or Budgetary Activity Accounting 2 --- GL402 G or Semiannual Travel Report Accounting 1-5 --- GL410 G or Plant Expenditures, State Claims Accounting 5 --- GL425 Listing G or Preliminary NSF Quarterly Expenditure Accounting *10 --- GL442 Report G or Final NSF Quarterly Expenditure Report Accounting *10 --- GL445 G or Accounts Receivable Aging Accounting 1-5 --- GL480 G or List NIH Grants in Transaction Number Accounting *3-5 after --- GL492 Sequence termination G or List Salary Savings Worksheet 10 0-2 GL600 Accounting G or Monthly Detail Recharge Journals by Accounting *10 0-5 GL799 Service Account (600 Series Journals) G or Edit Object Summary Balances Accounting 5 0-1 GL800 G or Final Budget and Reappropriation Report OP-Budgetary 10 --- GL812 Planning Accounting --- G or General Ledger Titles Accounting 0-2 --- GL942 G or Expenditure Account Titles Accounting 0-2 --- GL944 G or Departmental Summary of Expenditures Accounting 10 0-5 GL950 G or List Inactive General Ledger Titles in Accounting 0-1 --- GLT59 Fund Sequence G or Generalized Journal - Overhead Charges Accounting *10 0-1 GLX015 on Salary and Wage Based Federal Contracts and Grants G or Transaction Number and Overhead Codes Accounting 0-1 0-1 GLX054A for Grant and Contract Accounts G or Cumulative Report of Appropriations and Accounting 0-5 0-5 GLX065 Expenditures (when used as a substitute for GL060, use GL060 retention schedule) G or Summary of Funds Dropped from GLX065 Accounting 0-1 0-1 GLX066 G or List General Ledger Title Files - Accounting 0-2 --- T0040 Varous Formats