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Kansas Records Retention Schedules

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Agency Code: 000-002 (State General Retention and Disposition Schedule. Fiscal)

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Agency Number: 000-002
State General Retention and Disposition Schedule
Fiscal

SERIES ID 0001-000 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledgers - General, Vouchers - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0002-000 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0003-000 
TITLE Adding Machine or Calculator Tapes 
DESCRIPTION Master tapes produced by business machines during bookkeeping. 
RETENTION See Comments 
COMMENTS May be destroyed immediately unless required to document associated records-then retain in conjunction with those associated records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0012-000 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0013-000 
TITLE Batch Transmittal Forms 
DESCRIPTION Completed forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents. 
RETENTION See Comments 
COMMENTS Retain in conjunction with transmitted documents. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0019-000 
TITLE Business Procurement Card Documentation 
DESCRIPTION Original statements, receipts, logs, etc. detailing the types of purchases made by an agency through the business procurement card procedure. 
RETENTION 005 fisc yrs 
COMMENTS Division of Accounts and Reports does not maintain the original copies. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0034-000 
TITLE Delegated Audit Authority Vouchers 
DESCRIPTION Original payment vouchers specifying purchases made by an agency with delegated audit authority. 
RETENTION 005 fisc yrs 
COMMENTS Division of Accounts and Reports does not maintain the original copies. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0053-000 
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 form 152- "Checkbook Record--Imprest Fund." Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 JVs, copies of supporting documentation and records on monthly reconciliations of fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2009-01-08 
K.A.R. NUMBER 53-2-158 

SERIES ID 0068-000 
TITLE Ledgers - General 
DESCRIPTION General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget. 
RETENTION 003 fisc yrs 
COMMENTS This series includes only internal documents. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0077-000 
TITLE Payroll Adjustment Records 
DESCRIPTION Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262. 
RETENTION 003 fisc yrs 
COMMENTS This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Deduction Authorization Records. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0078-000 
TITLE Payroll Deduction Authorization Records - General 
DESCRIPTION Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms (q.v.) or Payroll Direct Deposit Authorization Record (q.v.). 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0079-000 
TITLE Payroll Direct Deposit Authorization Records 
DESCRIPTION Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect plus 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0080-000 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0081-000 
TITLE Petty Cash Records 
DESCRIPTION Documents related to petty cash accounting: DA-71 thru 73. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0082-000 
TITLE Photocopy Meter Reading Records 
DESCRIPTION Forms completed listing the number of copies made, dates readings were taken, etc. relating to the leases on photocopy machines. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0092-000 
TITLE Purchase Orders - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0094-000 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0102-000 
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 See Comments 
COMMENTS Retain electronic or paper copy 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-07-27 
K.A.R. NUMBER 53-2-107 

SERIES ID 0104-000 
TITLE STARS Reports: Daily Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101 etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0105-000 
TITLE STARS Reports: Monthly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101 etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0106-000 
TITLE STARS Reports: Yearly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210 etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0107-000 
TITLE Statements of Lost Warrants 
DESCRIPTION Copies of DA form 6 used to request re-issues of lost warrants. 
RETENTION curr fisc yr 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0116-000 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0125-000 
TITLE Vouchers - Accounts Payable 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109, and DA-120. May include travel and all supporting documentation for expenditures. 
RETENTION 003 fisc yrs 
COMMENTS Schedule does not apply to Division of Accounts and Reports. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2009-01-08 
K.A.R. NUMBER 53-2-158 

SERIES ID 0124-000 
TITLE Vouchers - Journal 
DESCRIPTION DA forms 35 series and other agency forms used to adjust financial account balances. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-07-27 
K.A.R. NUMBER 53-2-131 

SERIES ID 0126-000 
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 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-07-27 
K.A.R. NUMBER 53-2-075 

SERIES ID 0127-000 
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 003 fisc yrs 
COMMENTS Includes all variations of forms, eg. DA-121E and 121R, etc. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2017-07-27 
K.A.R. NUMBER 53-2-075 

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