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Kansas Records Retention Schedules

Results of Query:

Agency Code: 671 (Pooled Money Investment Board. )

Page 1 of 1 showing 31 records of 31 total, starting on record 1



Agency Number: 671-001
Pooled Money Investment Board

SERIES ID 0019-671 
TITLE ADB Rate and Administrative Fees 
DESCRIPTION Spreadsheet used in calculation of 1) average daily balance (ADB) rate that determines the monthly interest earned by state agencies as mandated by legislature and 2) monthly state, Municipal Investment Pool (MIP) and Health Care Stabilization Fund (HCSF) administrative fees for investment management services.  
RETENTION 003 fisc yrs 
COMMENTS Reports from other systems used for data input purposes will be retained for 1 fiscal year.  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0043-671 
TITLE Agricultural Production Loan Program 
DESCRIPTION Record of payments by Kansas banks and memos to the State Treasurer's Office (STO) Cashier.  
RETENTION 010 fisc years 
COMMENTS This program is managed through the State Treasurer's Office. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 75-3520(a)(1) 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0031-671 
TITLE Application Activity Summary Reports 
DESCRIPTION Monthly reports by the Office of the State Bank Commission summarizing changes in Kansas banks, such as name changes or mergers. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0039-671 
TITLE Audit Confirmation Requests 
DESCRIPTION Requests for confirmation of balances in Municipal Investment Pool, Kansas Bank certificates of deposit, Agricultural Productions Loans, and Home Loan Deposits. 
RETENTION 6 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0044-671 
TITLE Audit workpapers 
DESCRIPTION Documentation compiled for auditors. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0045-671 
TITLE Cash Balance Worksheets 
DESCRIPTION Worksheet used to determine funds to be invested in repurchase agreements. 
RETENTION 006 months 
COMMENTS State Treasurer's Office maintains the official cash balance worksheets. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0009-671 
TITLE Certificate of Indebtedness 
DESCRIPTION Certificate issued by the Pooled Money Investment Board authorizing the state treasurer to overextend available monies from the general fund by withdrawing money from other funds, as required by KSA 75-3725a. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1994-10-13  ; Revised 2014-12-08
K.A.R. NUMBER 53-2-102 

SERIES ID 0056-671 
TITLE Daily Rate Sheets 
DESCRIPTION Compilation of investment rates for the Municipal Investment Pool (MIP), Kansas Bank certificates of deposit (CDs), Agricultural Production Loan Program, and Home Loan Deposit Program (rates pulled from Bloomberg). 
RETENTION 003 fisc yrs 
COMMENTS This applies to the printouts only as the original data is stored in electronic systems. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0038-671 
TITLE Expanded Investment Authority (Expanded Powers) 
DESCRIPTION Documentation provided for annual review by entities with expanded investment authority (expanded powers). 
RETENTION 005 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0020-671 
TITLE Health Care Stabilization Fund Files 
DESCRIPTION Documentation relating to investment of Health Care Stabilization Fund monies in accordance with KSA 40-3406. Documents include trade tickets, copies of SMART deposits, and summary of activity. 
RETENTION 005 fisc yrs 
COMMENTS Listing of investments and summary of activity are included in monthly management reports and board reports and transferred to the State Archives (see series ID 0005-000). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-102 

SERIES ID 0046-671 
TITLE Home Loan Deposit Program 
DESCRIPTION Record of payments by Kansas banks and memos to State Treasurer's Office (STO) Cashier. 
RETENTION 022 fisc years 
COMMENTS This program is managed through the State Treasurer's Office. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 75-3520(a)(1) 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0035-671 
TITLE Investment Accounts (Kansas Bank CDs) 
DESCRIPTION Documents relating to funds invested in Kansas banks via certificate of deposits. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0042-671 
TITLE Investment Rates for Public Funds Workpapers 
DESCRIPTION Calculation of investment rates for public funds (spreadsheet, rates pulled from Bloomberg and Wall Street Journal, communication to Office of the Secretary of State for publication in Kansas Register). Stored electronically as PDF files. 
RETENTION 003 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0041-671 
TITLE KDOT Administrative Fees 
DESCRIPTION Calculation of Kansas Department of Transportation's (KDOT) annual fee payable to PMIB for investment management services. 
RETENTION 005 fisc years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0055-671 
TITLE Letters of Instruction - Municipal Investment Pool (MIP) 
DESCRIPTION Form completed by Municipal Investment Pool (MIP) participants to authorize processing transactions in their accounts. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0054-671 
TITLE Memos to Cashier 
DESCRIPTION Document that summarizes daily portfolio cash flows that authorizes State Treasurer's Office Cashier to adjust Top Sheet balances. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2015-01-15 
K.A.R. NUMBER  

SERIES ID 0053-671 
TITLE Municipal Investment Pool Daily Reports 
DESCRIPTION Reports generated from Municipal Investment Pool software used to confirm balances and activity in the Municipal Investment Pool (MIP). 
RETENTION 001 cldr yr 
COMMENTS This retention specifically applies to the paper printouts of these reports. 
DISPOSITION Destroy 
RESTRICTIONS NONE 
APPROVED 2014-12-16 
K.A.R. NUMBER 53-2-183 

SERIES ID 0052-671 
TITLE Municipal Investment Pool Enrollment Paperwork 
DESCRIPTION Paperwork completed by depositors authorizing officers and employees of the depositor to complete transactions in their account. Includes Resolution and Password Designation forms.  
RETENTION Current forms and those covering previous 5 years 
DISPOSITION Destroy 
RESTRICTIONS NONE 
APPROVED 2014-12-16 
K.A.R. NUMBER 53-2-183 

SERIES ID 0051-671 
TITLE Municipal Investment Pool Web Requests 
DESCRIPTION Printed copy of web-based transaction instructions generated by participants to process transactions on their accounts. 
RETENTION 001 cldr yr 
COMMENTS This applies solely to the paper printouts that are used for convenience during normal business 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0058-671 
TITLE Portfolio Management Reports 
DESCRIPTION Reports used internally by Director of Investments. Reports include daily portfolio holdings for the Pooled Money Investment Portfolio (PMIP), Health Care Stabilization Fund (HCSF), and Kansas Department of Transportation (KDOT), daily PMIP maturity distribution, and month end cash flow model. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER  

SERIES ID 0027-671 
TITLE Primary Securities Dealer Files 
DESCRIPTION Documents relating to primary security dealers authorized to conduct business with the Pooled Money Investment Board. Documents include Master Repurchase Agreement (MRA) and broker-dealer certification. 
RETENTION 005 fisc yrs after no longer an active counter party 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-102 

SERIES ID 0047-671 
TITLE Reconcilitations to Centralized Accounting System 
DESCRIPTION Reconciliations of the Pooled Money Investment Portfolio (PMIP) Fee Fund, Municipal Investment Pool (MIP), and interest accounts to the Kansas enterprise accounting and financial reporting system. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0001-671 
TITLE Report Workpapers 
DESCRIPTION Documents used in the preparation of management, Board, and annual reports. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0048-671 
TITLE Repurchase agreements 
DESCRIPTION Documentation of investment details, collateral detail, and dealer confirmations for repurchase agreements for idle funds and Healthcare Stabilization Fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0057-671 
TITLE Revenue Estimating Report 
DESCRIPTION Interest income estimates presented to the Consensus Revenue Estimating Group. 
RETENTION 003 fisc yrs 
COMMENTS One copy of report is transferred to the State Archives as part of board packets (see series ID 0015-000). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0030-671 
TITLE Special Investment Fund Files 
DESCRIPTION Documentation relating to Pooled Money Investment Board's investment of miscellaneous state agencies' monies (ex. from the Kansas Development Finance Authority). Documentation includes trade tickets and copies of SMART deposits. 
RETENTION 005 fisc yrs 
COMMENTS Listings of investments and summary activity are transferred to the State Archives with monthly management reports and board reports (see series ID 0005-000). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0032-671 
TITLE State Highway Fund Files 
DESCRIPTION Documentation relating to Pooled Money Investment Board's investment of the Kansas Department of Transportation's monies in accordance with K.S.A. 68-2324. Documents include trade tickets, copies of SMART deposits, and summary of activity. 
RETENTION 005 fisc yrs 
COMMENTS Listing of investments and summary of activity are included in monthly management reports and board reports and transferred to the State Archives (see series ID 0005-000).  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0034-671 
TITLE Statutory Loan Files 
DESCRIPTION Documents relating to loan agreements mandated by legislature between the Pooled Money Investment Board and other entities. 
RETENTION Retain for the life of the loan, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0049-671 
TITLE Trade Tickets 
DESCRIPTION Documentation provided by the dealer summarizing details of a security purchase and confirmation of the trade. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0050-671 
TITLE Trading Blotters 
DESCRIPTION Internal report that summarizes daily investment activity. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0040-671 
TITLE Transfer of PMIB Fee Funds to State General Fund 
DESCRIPTION Determination of monthly transfer of Pooled Money Investment Board (PMIB) fee funds not necessary for reimbursement of administrative expenses to be transferred to the state general fund, per K.S.A. 75-4235(b). 
RETENTION 003 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

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