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Kansas Records Retention Schedules

Results of Query:

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

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

SERIES ID 0004-682 
TITLE Average Daily Balances Transfer Account Files 
DESCRIPTION Documents relating to interest transferred from the state general fund to a specific fund for investment purposes. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-10-13 
K.A.R. NUMBER 53-2-102 

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

SERIES ID 0012-682 
TITLE Cashiering Reports 
DESCRIPTION Imaged records of deposits and checks. 
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 

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

SERIES ID 0001-682 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
COMMENTS The Department of Administration is microfilming these. The agency wishes to keep these 10 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

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 

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

SERIES ID 0043-682 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, application for employment, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0044-682 
TITLE Employee Tuition Assistance Files 
DESCRIPTION Records relating to financial tuition assistance provided to qualified university staff. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0045-682 
TITLE Employee Withholding Allowance Certificates 
DESCRIPTION Internal Revenue Service W-4 forms completed by employees to establish the rate of tax to be withheld from paychecks. 
RETENTION See Comments 
COMMENTS Retain in conjunction with Employee Personnel Files. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0046-682 
TITLE Faculty and Staff University Awards Files 
DESCRIPTION Records relating to the financial remuneration to faculty and staff for various awards sponsored by the university. 
RETENTION See Comments 
COMMENTS Transfer to the individual Employee Personnel File and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0047-682 
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 in conjunction with Employee Personnel Files. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0048-682 
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 in conjunction with Employee Personnel Files. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

Agency Number: 682-001
University of Kansas
Comptroller's Office
New Student Orientation

SERIES ID 0011-682 
TITLE Registration for New Student Orientation Files 
DESCRIPTION Application and supporting documentation relating to potential students enrolled in campus orientation sessions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 20 USC Sec. 1232G 1974 Buckley (FERPA) 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

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

SERIES ID 0049-682 
TITLE Credit Card Reports 
DESCRIPTION Credit card batch header tickets, charge card slips, etc. relating to credit card billings charged to the various departments. 
RETENTION 004 fisc yrs 
COMMENTS Retain current year plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

SERIES ID 0050-682 
TITLE Insurance Files 
DESCRIPTION Variety of documents relating to insurance policies held by the university. 
RETENTION See Comments 
COMMENTS Retain until expiration of policy plus 5 calendar years for complete policy, then destroy. Retain declarations pages an additional 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-11-03 
K.A.R. NUMBER 53-2-145 

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