University of California                                          Records Management Disposition Schedules

Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy

III. FISCAL


A. BUDGET AND BUDGET CONTROL

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 Edit

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

A. BUDGET AND BUDGET CONTROL (continued)

	  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 Copy      

B. 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 Copy      

C. EQUIPMENT INVENTORY

Equipment Inventory Forms/Reports

G 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

D. FINANCIAL REPORTS AND STATEMENTS

 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 Copy      

E. 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 Copy      

E. 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 
(If HIPAA-compliance related, retain 6 after 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 Copy      

E. 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 Copy      

G. OTHER

	  Abstract 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 Copy      

F. 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 Copy      

F. 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 Copy      

F. 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 Copy      

F. 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