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Kansas Records Retention Schedules

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Agency Code: 565-006 (Department of Revenue. Office of the Secretary)

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Agency Number: 565-006
Department of Revenue
Office of the Secretary

SERIES ID 0173-565 
TITLE Tax Correspondence - Routine 
DESCRIPTION Correspondence, other than Private Letter Rulings or Opinion Letters, in which established tax issues are explained. May include documents such as the taxpayers request, supporting documentation, and the departments response. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 75-5133 and 79-3234 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Administrative Services

SERIES ID 0087-565 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0105-565 
TITLE Purchase Requests - 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 None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0111-565 
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 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Budget/Purchasing Section

SERIES ID 0112-565 
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 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Communications, Office of

SERIES ID 0108-565 
TITLE Technical Reference Files 
DESCRIPTION Miscellaneous materials compiled and used in the drafting and issuing of reports to the media. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Division of Collections

SERIES ID 0113-565 
TITLE Working Papers for Audit Reports 
DESCRIPTION Documentation and work papers created by agency field representatives and auditors to establish the information necessary for the completion of audit reports. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Field Services Bureau

SERIES ID 0084-565 
TITLE Field Representatives Collections Records 
DESCRIPTION Field Service Bureau records including Form FS/f-09, transmittal of collections from examiner in field, and Form FS/f-02, collector's receipts. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Information Systems, Bureau of

SERIES ID 0086-565 
TITLE Insurance Checks Reports 
DESCRIPTION Computer reports used to monitor the generation of computerized driving records for sale to insurance companies and other requestors. 
RETENTION 003 months 
COMMENTS Do not implement this schedule if payment has not been received for sales. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Legal Services

SERIES ID 0174-565 
TITLE Litigation Files - All Other Tax Types 
DESCRIPTION Records regarding specific tax related legal cases, other than Corporate Income tax: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 10 calendar years, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(11)(25); 75-5133; 79-3614; 79-3234; 79-15,118; 79-34, 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0175-565 
TITLE Litigation Files - Corporate Income Tax 
DESCRIPTION Records regarding specific Corporate Income tax legal cases: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 10 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(11)(25) & 79-3234 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0176-565 
TITLE Litigation Files - Personnel, Damages, Miscellaneous 
DESCRIPTION Records regarding specific legal cases concerning the following issues: Personnel, Damages, and miscellaneous issues not specifically addressed in other Department of Revenue record series. Files may include the following: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 10 calendar years, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(11)(4)(25) 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0177-565 
TITLE Litigation Files - Vehicle Related 
DESCRIPTION Records regarding specific motor vehicle and or Dealer Licensing related legal cases: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 5 calendar years, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(11)(25), 74-2012, and 18 USC sub section 2721 et seq. 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Legal Services Bureau

SERIES ID 0065-565 
TITLE Case Files - Motor Carrier Taxes 
DESCRIPTION Forms detailing taxes due, form letters to sheriffs, and other documents relating to department efforts to collect delinquent motor carrier taxes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(11)(25) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Personnel Services Bureau

SERIES ID 0079-565 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0081-565 
TITLE Employee Withholding Allowance Certificates 
DESCRIPTION Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later.) 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0082-565 
TITLE Employment Applications - Not Hired 
DESCRIPTION DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0100-565 
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-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 Direct Deposit Authorization Records - General. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0103-565 
TITLE Personnel Management Records 
DESCRIPTION Variety of records associated with the administration of the personnel program: KIPPS reports, classification actions, purchase requests, position descriptions, time sheets, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable - otherwise retain until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Policy and Research

SERIES ID 0178-565 
TITLE Annual Report Drafts 
DESCRIPTION Working files compiled and used to produce the agency annual report. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 74-2012, 75-5133, 79-3234, 45-221(a)(20) and 18 USC sub section 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0179-565 
TITLE Correspondence - Policy Related 
DESCRIPTION Private Letter Rulings and Opinion Letters in which the departments position concerning whether or not a particular entity or situation is taxable is set out. May include documents such as the taxpayers request, supporting documentation, research documents, and the departments response. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 10 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 75-5133 and 79-3234 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0180-565 
TITLE Exemption Certificates 
DESCRIPTION Documents related to the issuance of exemption numbers to qualified entities. Includes the request, supporting documentation, the certificate or denial letter, and any other related documentation. 
RETENTION See Comments 
COMMENTS Retain 4 calendar years after expiration date on exemption certificate. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 75-5133 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0181-565 
TITLE Exemption Certificates - Projects 
DESCRIPTION Requests for exemption on particular projects for qualified entities. Includes the request, supporting documentation, the certificate or denial letter, and completion certificate or information. 
RETENTION See Comments 
COMMENTS Retain 4 calendar years after completion of project, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 75-5133 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0182-565 
TITLE Policy Council Agendas and Minutes 
DESCRIPTION Copies of agendas and minutes from Policy Council meetings along with any supporting documentation that is used during meeting discussions. The Policy Council is comprised of division directors that formulate policy. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 74-2012, 75-5133, 79-3234, and 18 USC sub section 2721 et seq. 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0183-565 
TITLE Special Projects Files 
DESCRIPTION Wide variety of materials gathered for use in bureau research projects: correspondence, reports, data files, tax simulations, computer systems design and development, etc. 
RETENTION 002 cldr yrs 
COMMENTS Retain for 2 calendar years after end of project, then transfer to the Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 74-2012, 75-5133, 79-3234, and 18 USC sub section 2721 et seq. 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Quality Control Bureau

SERIES ID 0055-565 
TITLE Assessments, Abatements, and Refunds for Income Tax 
DESCRIPTION Document files of assessment vouchers, abatement vouchers, and refund orders for Income Tax. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0056-565 
TITLE Assessments, Abatements, and Refunds for Sales Tax 
DESCRIPTION Document files of assessment vouchers, abatement vouchers, and refund orders for Sales Tax. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Records Services Bureau

SERIES ID 0078-565 
TITLE Deposit to the State Treasurer 
DESCRIPTION Documents created in preparation for the fiscal deposit of receipts to the Office of the State Treasurer including Daily Deposit Sheet (OM-218), Deposit with Treasurer Sheet (M-225), etc. 
RETENTION See Comments 
COMMENTS Retain 3 fiscal years or until audit is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0099-565 
TITLE Motor Fuel Refund Documents 
DESCRIPTION Motor Fuel tax refund permit applications (MFT/rf 51-3), ledger cards, invoices, claims (MFT/fr-81) and related documents. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Secretary, Office of the

SERIES ID 0107-565 
TITLE Subject Files - Special Assistant to the Secretary 
DESCRIPTION Records related to special and ongoing assignments from the Secretary of Revenue regarding any or all aspects of departmental policy and administration: correspondence, reports, notes, proposals, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

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