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Kansas Records Retention Schedules

Results of Query:

Agency Code: 682-001 (University of Kansas. Comptroller's Office)
Subagency: Financial

Page 1 of 1 showing 30 records of 30 total, starting on record 1



Agency Number: 682-001
University of Kansas
Comptroller's Office
Financial

SERIES ID 0013-682 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 004 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0014-682 
TITLE Annual Financial Report 
DESCRIPTION Documents used to compile the annual financial report for submission to the Board of Regents. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0015-682 
TITLE Authorized Signature Cards 
DESCRIPTION Cards and lists recording signatures authorized for financial transactions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0016-682 
TITLE Bond Files 
DESCRIPTION Documents relating new buildings and capital improvement projects financed through bonds. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0018-682 
TITLE Collection Agency Reconciliation Reports 
DESCRIPTION Forms BRS 814 and 822 used to reconcile monies received from the different collection agencies. 
RETENTION 011 fisc yrs 
COMMENTS Retain current year plus 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0017-682 
TITLE Collection Agency and Write Off Records 
DESCRIPTION Documents relating to the various collection agencies seeking to recoup fees owed to the university. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS FERPA, 5 U.S.C. sec. 552a 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0019-682 
TITLE Delegated Audit Authority Vouchers 
DESCRIPTION Original payment vouchers specifying purchased made by 
RETENTION 006 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records current year plus 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0020-682 
TITLE Electronic Funds Transfer (EFT) Forms 
DESCRIPTION Form submitted to the university requesting direct deposit to an individual's bank account. 
RETENTION See Comments 
COMMENTS Retain hard copy until verified, then destroy. Retain electronic copy until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) FERPA 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0021-682 
TITLE Facilities and Administrative Costs Proposal 
DESCRIPTION Documents relating to negotiations with the federal Department of Education regarding indirect cost rates for grants and contracts. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0022-682 
TITLE Federal Educational Right to Privacy Act (FERPA) Authorization Form 
DESCRIPTION Form submitted by individual students to the university designating who can have access to his/her file. 
RETENTION See Comments 
COMMENTS Retain hard copy until verified, then destroy. Retain electronic records until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0023-682 
TITLE Fee Fund Files 
DESCRIPTION Enrollment fees, refunds, estimates, receipts and supporting documentation relating to fees collected on behalf of the university. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0024-682 
TITLE Financial Reports - Federal 
DESCRIPTION Variety of financial information compiled by the financial department for inclusion in the university report submitted to the federal Department of Education. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0025-682 
TITLE Financial Reports - State 
DESCRIPTION Variety of financial information compiled by the financial department for inclusion in the university report submitted to the state. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0026-682 
TITLE Income Tax Returns and Related Documents 
DESCRIPTION Form 990 and supporting documentation relating to the filing of the annual income tax return to the Department of Revenue. 
RETENTION 015 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0027-682 
TITLE Integrated Post Secondary Education Survey 
DESCRIPTION Survey compiled by the financial department and submitted to the federal Department of Education regarding overall fiduary status. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0028-682 
TITLE Kansas National Guard Sponsorships Files 
DESCRIPTION Documents relating to individual students whose education is subsidized by the Kansas National Guard. 
RETENTION 006 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records current year plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA, 5 U.S.C. sec. 552a 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0029-682 
TITLE Outside Scholarship Files 
DESCRIPTION Documents relating to the collection of financial transactions for individual students awarded scholarships from sponsors not affiliated with the university. 
RETENTION 006 fisc yrs 
COMMENTS Retain current year plus 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0030-682 
TITLE Payment Installment Plan Files 
DESCRIPTION Correspondence, brochures, etc. relating to an installment program which allows individuals to make regularly schedules payments to the university. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS FERPA, 5 U.S.C. sec. 552a 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0031-682 
TITLE Property Disposition Records - Non-Expendable 
DESCRIPTION Copies of DA form 110 and supporting documentation used to remove capital equipment from agency inventory. 
RETENTION 004 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0032-682 
TITLE Real Estate Tax Exemption Records 
DESCRIPTION Documents relating to the university's real estate tax exemption for verification of taxing status. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0033-682 
TITLE Receipt Request Files 
DESCRIPTION Correspondence and memos relating to an individual's request for a financial receipt from the university. 
RETENTION 002 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain electronic records current year plus 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0034-682 
TITLE Sponsorship Collection Files 
DESCRIPTION Records relating to the collection and reconciliation of payments made by the various sponsors to the university. 
RETENTION 005 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA, 5 U.S.C. sec. 552a 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0035-682 
TITLE Sponsorship Files 
DESCRIPTION Authorization, release form, and supporting documentation relating individuals applying to the sponsorship program which bills the sponsor supporting that individual. 
RETENTION 004 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA, 5 U.S.C. sec. 552a 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0036-682 
TITLE Sponsorship Reports 
DESCRIPTION Variety of reports generated to monitor and track detailed operating financial transactions. 
RETENTION 006 fisc yrs 
COMMENTS Retain current year plus 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0037-682 
TITLE Sponsorship Summary Reports 
DESCRIPTION Variety of summary reports compiled to provide a high level of overview of sponsorship program funds. 
RETENTION 011 fisc yrs 
COMMENTS Retain current year plus 10 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0038-682 
TITLE Student Loan Records 
DESCRIPTION Assignments, reconciliation, journal vouchers, collection information, etc. relating to the financial reconciliation of student loans. 
RETENTION 006 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records current year plus 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA, 5 U.S.C. sec. 552a 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0039-682 
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 004 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0040-682 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, 123. 
RETENTION 004 fisc yrs 
COMMENTS Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0041-682 
TITLE William Allen White Corporation Reports 
DESCRIPTION Annual business entity report compiled by the foundation and filed with the Secretary of State's Office as required by statute. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0042-682 
TITLE William Allen White Foundation Tax Return 
DESCRIPTION Annual tax return compiled by the foundation and submitted to the Department of Revenue. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

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