Kansas Records Retention Schedules

27 Schedule Entries Found:

Agency Number: 000-002
State General Retention and Disposition Schedule
Fiscal

SERIES ID	0001-000
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0002-000
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0003-000
TITLE	Adding Machine or Calculator Tapes
DESCRIPTION	Master tapes produced by business machines during bookkeeping.
RETENTION	See Comments
COMMENTS	May be destroyed immediately unless required to document associated records-then retain in conjunction with those associated records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0012-000
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0013-000
TITLE	Batch Transmittal Forms
DESCRIPTION	Completed forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents.
RETENTION	See Comments
COMMENTS	Retain in conjunction with transmitted documents.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0019-000
TITLE	Business Procurement Card Documentation
DESCRIPTION	Original statements, receipts, logs, etc. detailing the types of purchases made by an agency through the business procurement card procedure.
RETENTION	005 fisc yrs
COMMENTS	Division of Accounts and Reports does not maintain the original copies.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0034-000
TITLE	Delegated Audit Authority Vouchers
DESCRIPTION	Original payment vouchers specifying purchases made by an agency with delegated audit authority.
RETENTION	005 fisc yrs
COMMENTS	Division of Accounts and Reports does not maintain the original copies.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0053-000
TITLE	Imprest Fund
DESCRIPTION	Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA form 152- "Checkbook Record--Imprest Fund." Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 JVs, copies of supporting documentation and records on monthly reconciliations of fund.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0068-000
TITLE	Ledgers - General
DESCRIPTION	General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.
RETENTION	003 fisc yrs
COMMENTS	This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0077-000
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Deduction Authorization Records.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0078-000
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms (q.v.) or Payroll Direct Deposit Authorization Record (q.v.).
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0079-000
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0080-000
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to state agency employees for payroll purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0081-000
TITLE	Petty Cash Records
DESCRIPTION	Documents related to petty cash accounting: DA-71 thru 73.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0082-000
TITLE	Photocopy Meter Reading Records
DESCRIPTION	Forms completed listing the number of copies made, dates readings were taken, etc. relating to the leases on photocopy machines.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0092-000
TITLE	Purchase Orders - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0094-000
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0102-000
TITLE	SHaRP Reports
DESCRIPTION	Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
RETENTION	See Comments
COMMENTS	Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0104-000
TITLE	STARS Reports: Daily Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101 etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0105-000
TITLE	STARS Reports: Monthly Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101 etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0106-000
TITLE	STARS Reports: Yearly Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210 etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0107-000
TITLE	Statements of Lost Warrants
DESCRIPTION	Copies of DA form 6 used to request re-issues of lost warrants.
RETENTION	curr fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0116-000
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings and supporting documents concerning the use of a telecommunications service provider.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0125-000
TITLE	Vouchers - Accounts Payable
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109, and DA-120. May include travel and all supporting documentation for expenditures.
RETENTION	003 fisc yrs
COMMENTS	Schedule does not apply to Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0124-000
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series and other agency forms used to adjust financial account balances.
RETENTION	003 fisc yrs
COMMENTS	Schedule does not apply to Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0126-000
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.
RETENTION	003 fisc yrs
COMMENTS	Schedule does not apply to Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0127-000
TITLE	Vouchers - Travel
DESCRIPTION	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123.
RETENTION	003 fisc yrs
COMMENTS	Schedule does not apply to Division of Accounts and Reports. Includes all variations of forms, eg. DA-121E and 121R, etc.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

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