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Kansas Records Retention Schedules

Results of Query:

Agency Code: 565-005 (Department of Revenue. Division of Vehicles)
Subagency: Motor Carrier Services Bureau

Page 1 of 1 showing 13 records of 13 total, starting on record 1



Agency Number: 565-005
Department of Revenue
Division of Vehicles
Motor Carrier Services Bureau

SERIES ID 0187-565 
TITLE Apportioned Registration Refunds 
DESCRIPTION Notarized form completed by carrier to request refund or unused registration fees when vehicle meets statutory requirement to allow refund (Form # MCS-105). 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 4 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0026-565 
TITLE Audit Work Papers 
DESCRIPTION Documents relating to Kansas based carriers showing miles operated in the states for which the carrier operates, compared to mileages shown on the application for apportioned registration. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0188-565 
TITLE Central Permits - Escrow Refunds 
DESCRIPTION Refunding Escrow Account deposits when account is closed. Uses 819 series vouchers. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0189-565 
TITLE Central Permits Daily Reports & Financial Revenue Adjustments (FRJ) Reports 
DESCRIPTION Daily deposit records to maintain Escrow Accounts FRJ reports related to the daily work for itemized accounting of funds to be transferred to the appropriate state agency. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0190-565 
TITLE Financial Revenue Adjustments (FRJ) transfer records 
DESCRIPTION Accounting records to transfer funds collected in the central permit electronic accounting database for permits for over size, over weight, KCC authority and KS Registration purchases and monthly transfer of fees owed to INK for internet subscription fees. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0035-565 
TITLE International Registration Plan Mileage Records 
DESCRIPTION Applications (MCS-1) for apportioned registration for Kansas based carriers who are no longer in business, with supplements (MCS-66) and other supporting documents. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0036-565 
TITLE International Registration Plan Referral Audits 
DESCRIPTION Audit summary of foreign based carriers who are apportioned with Kansas with audit summary forms from other International Registration Foreign jurisdictions. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0037-565 
TITLE International Registration Plan Transmittals and Recaps - Other States 
DESCRIPTION Documents used to show the Kansas based carriers, names, account numbers, number of vehicles, weights, percentages and fees due Kansas. Some information is sent to other states who are members. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0191-565 
TITLE Iternational Registration Plan (IRP) Clearing House Distribution 
DESCRIPTION Monthly accounting records of fees distributed via vouchers and clearing house to other jurisdictions for registration fees and audit adjustments collected by Kansas. Invoices monthly accounting records of Iternational Registration Plan (IRP) refunds, non-sufficient funds (NSF) checks, daily deposits to Iternational Registration Plan (IRP), etc. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0192-565 
TITLE Iternational Registration Plan (IRP) Validated Invoices 
DESCRIPTION Payments recorded by fiscal process into the Kansas Apportioned International Registration (KAIR) System for accounting purposes on the carriers Iternational Registration Plan (IRP). Accounts includes reports to verify the data obtained via Kansas Department of Revenue (KDOR) budget system. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0039-565 
TITLE Motor Carrier Property Tax Bill Supporting Documentation 
DESCRIPTION Records regarding specific Kansas Motor Carrier Property Tax bills. Documents include MC Tax computation worksheets (handwritten), PV-MC-35 (internal memorandum form), PV-MC-26 (notice), tax warrant. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0045-565 
TITLE Property Tax Bill 
DESCRIPTION Records regarding specific Kansas Motor Carrier Property Tax bills. Information contains the name, address, KCC Identification Number of the Motor Carrier, number of units of tractors, trailers, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0193-565 
TITLE Western Union Payments 
DESCRIPTION Voided checks regarding electronic checks created in error, payments from carriers sent via western union for Iternational Registration Plan (IRP) accounts recievable. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

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