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 |
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 |
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 |
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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