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Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-002 (Department of Administration. Division of Accounts and Reports)

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Agency Number: 173-002
Department of Administration
Division of Accounts and Reports

SERIES ID 1080-173 
TITLE Agency Service Desk Requests 
DESCRIPTION Documentation of agency service requests and central response/resolution provided for issues submitted via service desk ticket. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Accounting Control Unit

SERIES ID 0042-173 
TITLE Claims Files 
DESCRIPTION Claims that are filed against the state for payments under K.S.A. 46-920 to 46-925. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

SERIES ID 0044-173 
TITLE Joint Committee Claims Against the State 
DESCRIPTION Claims files against the state and processed by a special committee on claims under K.S.A. 46-913. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Financial Integrity Team

SERIES ID 0087-173 
TITLE Schedule - Office Activities 
DESCRIPTION Annual report prepared by the federal reporting team and sent to the U.S. Bureau of Census to satisfy requests for information made by the census bureau. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Fiscal Services Unit

SERIES ID 0095-173 
TITLE Capitol Complex Building Purchase Records 
DESCRIPTION Records contain documents and contracts regarding the purchase of Capitol Complex buildings. 
RETENTION 050 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-07-16  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-071 

SERIES ID 0098-173 
TITLE Fiscal Records - Governor's Office 
DESCRIPTION Documents regarding all fiscal activities of the Office of the Governor: vouchers, inventory, payroll, accounting reports, warrant register printouts, daily, monthly, and annual accounting system reports, etc. 
RETENTION See Comments 
COMMENTS Retain until expiration of current terms plus 3 years. (See KSA 75-104) 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 75-104 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Administration
Setoff Team

SERIES ID 0506-173 
TITLE Setoff Records 
DESCRIPTION Documents relating to the recoupment of funds owed to the state by administratively garnished payments and accounts receivable write-off requests made to individuals for refunds, payroll, unemployment, etc. 
RETENTION 007 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Administrative Services Section
Municipal Services Team

SERIES ID 0236-173 
TITLE Social Security Business Files 
DESCRIPTION Documents relating to the social security coverage (218 agreement) of municipal entities. These agreements are social security contracts with the federal government. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Appropriations/Master Lease Team

SERIES ID 1014-173 
TITLE 1099 Records 
DESCRIPTION Copies of 1099 forms and supporting documentation filed with the Internal Revenue Service. 
RETENTION 007 cldr yrs 
COMMENTS Returned paper copies are retained; Full file is stored electronically.  
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(1) and 5 USC Sec. 552a 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0139-173 
TITLE Excise Tax Refund Copies 
DESCRIPTION Copies of federal forms 720 (Quarterly Excise Tax Return) filed with the IRS. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Financial Integrity Team

SERIES ID 0158-173 
TITLE Annual Financial Report 
DESCRIPTION Report providing the financial position and operations of the various funds and the general long term obligation of the State for a particular fiscal year. K.S.A. 75-3735. 
RETENTION 005 fisc yrs 
COMMENTS Transfer to archives annually and retain on website for 5 years.  
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0159-173 
TITLE Annual Financial Report - Work Papers 
DESCRIPTION Schedules, accounts analyses, and other documents used to prepare the annual financial report. Including benefit, canteen, trust funds reconciliation reports and statements; investment reconciliation of trust funds; all local bank accounts statements and reconciliations; agency submitted DA-XX forms for accounts receivable, capital assets, legal liabilities, other liabilities, non-monetary transactions, construction commitments, pollution remediation, service concession arrangements, SEFA, and all other CAFR workpapers.  
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Services Team
Fiscal Services Unit

SERIES ID 0099-173 
TITLE Fiscal Records - Lt. Governor's Office 
DESCRIPTION Documents and records regarding fiscal activities of the Lieutenant Governor's office. Includes vouchers, personnel files, payroll, monthly and annual CASK reports, printouts, and office inventory. 
RETENTION See Comments 
COMMENTS Retain until expiration of current term plus three years. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-07-16  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Director, Office of the

SERIES ID 0188-173 
TITLE Policy Files - Statewide Permanent Agency and Subject Files 
DESCRIPTION Correspondence, reports, directives, policy statements, and other documents related to division and department policy that have been extracted from Agency Correspondence & Misc. Subject Files series. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Financial Integrity Team

SERIES ID 0103-173 
TITLE Kansas Register Submission Certification 
DESCRIPTION Copy of submission form and work papers prepared by the staff for publication in the Kansas Register as required by KSA 65-34,117(b). 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Municipal Accounting Section
Office Review Unit

SERIES ID 0224-173 
TITLE Audit Reports of Kansas Municipalities 
DESCRIPTION Audits prepared by independent auditors and filed with the Division of Accounts and Reports in conformity with Kansas Statutes. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2003-04-10  ; Revised 2017-01-03
K.A.R. NUMBER 53-2-134 

SERIES ID 0213-173 
TITLE Budgets - Kansas Municipalities 
DESCRIPTION Budgets and related documents filed with the Division of Accounts and Reports in conformity with Kansas Statutes. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10  ; Revised 2017-01-03
K.A.R. NUMBER 53-2-134 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Payroll

SERIES ID 1074-173 
TITLE Court Ordered Withholding (COWs) 
DESCRIPTION Accounting records, remittance data, and document files for all court ordered withholdings including Chapter 60 and 61 garnishments, Income Withholding Orders, bankruptcy wage earner plans (WEP), IRS levies, and Federal student loan garnishments (CNG). 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1075-173 
TITLE Federal Forms 1042 
DESCRIPTION Forms and supporting documentation relating to Internal Revenue Service forms 1042. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1051-173 
TITLE Federal W-2 and W-2C Reports 
DESCRIPTION W-2 and W-2C forms required to be filed with the Federal Internal Revenue Service. 
RETENTION 007 cldr yrs 
COMMENTS Returned paper copies retained until April 15th then destroy; Full file is stored electronically.  
DISPOSITION See Comments 
RESTRICTIONS K.S.A..45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1076-173 
TITLE Income Withholding Orders (IWOs) for Terminated Employees 
DESCRIPTION Income withholding orders generated on terminated state employees. 
RETENTION 007 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1077-173 
TITLE Payroll System Control and Balancing Reports 
DESCRIPTION Variety of reports, work papers, queries, etc. relating to separate payroll accounts including but not limited to KPAY018, KPAY224, KREGPAY3, KPAYTRS1, Balance payroll to accounting spreadsheet, Cycle Balancing Spreadsheets, Paycycle Reports, Regent edits and work papers, direct deposit balancing work papers and KPay210 EFT. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-147 

SERIES ID 1054-173 
TITLE SHaRP Paycheck Data by Employee 
DESCRIPTION KPAYSUM Report containing individual state employee paycheck information. 
RETENTION 008 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1044-173 
TITLE W-2 and W-2C Workpapers 
DESCRIPTION Moving Expense Listing, Year End Verifying Reports, Negative Amounts, Deferred Compensation Analysis, VTSA Analysis, Form Totals, Sample Test W-2 prints, etc. relating to the supporting documentation for federal W-2 and W-2C forms. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Systems and Procedures Section

SERIES ID 0492-173 
TITLE Forms Library 
DESCRIPTION Records regarding forms revisions for statewide financial and accounting policies issued by the Department of Administration.  
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0505-173 
TITLE Policy and Procedures Manual Filings 
DESCRIPTION Records regarding statewide financial and accounting policies issued by the Department of Administration.  
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

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