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Kansas Records Retention Schedules

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Agency Code: 046-001 (Department of Agriculture. Office of the Secretary)
Subagency: Fiscal Operations

Page 1 of 1 showing 17 records of 17 total, starting on record 1



Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Fiscal Operations

SERIES ID 0007-046 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0008-046 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0009-046 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0006-046 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. 
RETENTION 008 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 5 fiscal years, then transfer to the archives. Supersedes general schedule. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0015-046 
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 from 152-"Checkbook Record--Imprest Fund." 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0016-046 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION See Comments 
COMMENTS Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0017-046 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records relating to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0018-046 
TITLE Petty Cash Records 
DESCRIPTION Documents related to petty cash accounting: DA-71 thru 73. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0019-046 
TITLE Purchase Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0020-046 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0021-046 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0317-046 
TITLE Regulated Entities Audit Reports 
DESCRIPTION Audit reports, supporting documentation, and correspondence, including final audit reports, working documents, fee and penalty calculations, accounting practices, and business records relating to audits of regulated entities. 
RETENTION 010 fisc yrs 
COMMENTS Records related to any audit leading to an evidentiary hearing will be retained in the Legal Division under 0311-046, Appeal Files. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(1), (2), (11), (20), (25), (30), (31); K.S.A. 45-221(b). 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0022-046 
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 005 fisc yrs 
COMMENTS Retain electronic or paper copy 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0024-046 
TITLE Vouchers - Journal 
DESCRIPTION DA forms 35 series used to adjust financial account balances. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0023-046 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA 120. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0025-046 
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 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0026-046 
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 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

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