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Kansas Records Retention Schedules

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Agency Code: 683 (University of Kansas Hospital)

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Agency Number: 683-001
University of Kansas Hospital
Administration
Affirmative Action

SERIES ID 0001-683 
TITLE Equal Employment Opportunity Grievance Files 
DESCRIPTION Documents relating to discrimination charges concerning employment made against an agency and subsequent investigations. 
RETENTION See Comments 
COMMENTS Retain 5 years after grievance is settled, then transfer to the university medical center archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11) & (25) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0002-683 
TITLE Unclassified Positions Files 
DESCRIPTION Variety of documents maintained throughout the hiring process to assess the qualifications of candidates. 
RETENTION See Comments 
COMMENTS Retain in office 3 calendar years, transfer to off-site storage for 7 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(11)(25) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

Agency Number: 683-002
University of Kansas Hospital
Accounting

SERIES ID 0004-683 
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 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0006-683 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university medical center archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0007-683 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by the Legislative Division of Post-Audit and other state/or federal auditing agencies. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 5 fiscal years, then transfer to the university medical center archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0008-683 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0011-683 
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 forms 152-Checkbook Record--Imprest Fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0012-683 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0013-683 
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 Retain in office 3 fiscal years, then transfer to the university medical center archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0019-683 
TITLE Property Disposition Records - Non-Expendable 
DESCRIPTION Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0021-683 
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, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR 8101, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0022-683 
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, then destroy. 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 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0023-683 
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, then destroy. 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 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0026-683 
TITLE Vouchers - Journal 
DESCRIPTION DA forms 35 series used to adjust financial account balances. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0027-683 
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 1997-04-10 
K.A.R. NUMBER 53-2-111 

Agency Number: 683-002
University of Kansas Hospital
Accounting
Accounts Payable

SERIES ID 0003-683 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0005-683 
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 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0018-683 
TITLE Petty Cash Records 
DESCRIPTION Documents related to petty cash accounting: DA-71 thru 73. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0020-683 
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 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0024-683 
TITLE Statements of Lost Warrants 
DESCRIPTION Copies of DA form 6 used to request re-issues of lost warrants. 
RETENTION currt fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0025-683 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Travel and Vehicle Operation Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0029-683 
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 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0028-683 
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 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

Agency Number: 683-002
University of Kansas Hospital
Accounting
Grant Accounting

SERIES ID 0010-683 
TITLE Grant Files - Funded 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the university medical center archives for purging, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

Agency Number: 683-002
University of Kansas Hospital
Accounting
Payroll

SERIES ID 0009-683 
TITLE Employee Withholding Allowance Certificates 
DESCRIPTION  
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 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0014-683 
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 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0015-683 
TITLE Payroll Deduction Authorization Records - General 
DESCRIPTION Documents used to authorize various deductions from an 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 or Payroll Direct Deposit Authorization Records - General. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0016-683 
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 KSA 45-221(a)(4) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0017-683 
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 None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

Agency Number: 683-003
University of Kansas Hospital
Human Resources

SERIES ID 0030-683 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, 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 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0031-683 
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. Not applicable to the Division of Accounts and Reports. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

Agency Number: 683-004
University of Kansas Hospital
Institutional Research and Planning

SERIES ID 0032-683 
TITLE Faculty Records 
DESCRIPTION Contracts, correspondence, etc. relating to faculty appointments to teaching or research positions at the medical center. 
RETENTION See Comments 
COMMENTS Retain in office 1 year after faculty has retired, appointment has expired or termination, then transfer to the university medical center archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

Agency Number: 683-005
University of Kansas Hospital
Student Services

SERIES ID 0033-683 
TITLE Counseling Center Contact Files 
DESCRIPTION Documents relating to the counseling received by students at the counseling center. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0034-683 
TITLE Fiscal Operations Report/Student Financial Aid Application to Participate 
DESCRIPTION Report listing students who have applied for financial assistance and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain in office 3 years after financial award, then destroy. a.k.a. FISAP. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0035-683 
TITLE Learning Resources/Services for Students with Disabilities Contact Files 
DESCRIPTION Documents relating to students with disabilities or learning disorders seeking assistance from the counseling center. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0036-683 
TITLE Student Financial Aid Files 
DESCRIPTION Documents relating to requests by students who have applied for and received any financial assistance. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, transfer to off-site storage for 4 years, then destroy after annual audit by the Department of Education. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0037-683 
TITLE Student Immunization Records 
DESCRIPTION Health history and immunization files for students enrolled at the medical center. 
RETENTION See Comments 
COMMENTS Retain in office 5 years, transfer to off-site storage 5 years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0038-683 
TITLE Student Medical Records 
DESCRIPTION Documents relating to individual students requesting and receiving medical treatment from the Student Health Clinic located in the medical center. 
RETENTION See Comments 
COMMENTS Retain in office 5 years, transfer to off-site storage for 5 years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0039-683 
TITLE Student Records 
DESCRIPTION Applications, transcripts, correspondence, etc. relating to individuals seeking admission to the medical center. 
RETENTION See Comments 
COMMENTS Retain in office 8 years, transfer to the off-site storage for 3 years, then transfer to the university medical center archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0040-683 
TITLE Student Status Confirmation Report 
DESCRIPTION Report confirming the status and financial aid awarded to qualified students. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

Agency Number: 683-XXX
University of Kansas Hospital
Legal Services
Legal Services

formerly 682-002


SERIES ID 0002-682 
TITLE Civil Service Files 
DESCRIPTION Records related to violations of the U.S. and Kansas Civil Service Acts. Includes forms, correspondence and reports. 
RETENTION See Comments 
COMMENTS Files may be destroyed 1 calendar year after employee terminates employment with agency. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0003-682 
TITLE Equal Employment Opportunity Commission Files 
DESCRIPTION Records related to discrimination charges concerning employment made against the agency. Includes forms, correspondence and reports. 
RETENTION See Comments 
COMMENTS Files may be destroyed 1 calendar year after case is closed. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(11)(25) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0004-682 
TITLE Kansas Commission on Civil Rights Files 
DESCRIPTION Records related to discrimination charges made against the agency. Includes forms, correspondence and examination reports. 
RETENTION See Comments 
COMMENTS Files may be destroyed 1 calendar year after case is closed. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(11)(25) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0005-682 
TITLE Medical Claim Files 
DESCRIPTION Records related to claims for medical services. Includes forms, correspondence and reports. 
RETENTION See Comments 
COMMENTS Files may be destroyed 10 calendar years after case is closed. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0006-682 
TITLE Medical Foundation Corporation Files 
DESCRIPTION Diverse financial records relating to the receipt and disbursement of funds from patients for rendered service. 
RETENTION See Comments 
COMMENTS Permanent retention in office of origin or transfer to Medical Center Archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0007-682 
TITLE Medical Malpractice Files 
DESCRIPTION Records related to charges of medical malpractice made against the agency and staff. Includes forms, correspondence and reports. 
RETENTION See Comments 
COMMENTS Permanent retention in office of origin or transfer to Medical Center Archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0008-682 
TITLE Property Claims Files 
DESCRIPTION Records related to claims for loss of personal property made against the agency which recovery is unlikely. Includes claim forms, correspondence and reports. 
RETENTION See Comments 
COMMENTS Files may be destroyed 2 calendar years after case is closed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0009-682 
TITLE Topical or Subject Files 
DESCRIPTION Diverse records relating to current topics such as hazardous waste, patient services and air pollution. Includes correspondence, reports, studies and issues papers. 
RETENTION See Comments 
COMMENTS Permanent retention in office of origin or transfer to the Medical Center Archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

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