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Kansas Records Retention Schedules

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Agency Code: 565 (Department of Revenue)

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Agency Number: 565-007
Department of Revenue
Division of Taxation
Business Tax Bureau

SERIES ID 0117-565 
TITLE Bingo Enforcement Tax Returns 
DESCRIPTION Tax returns filed by operators of commercial bingo games. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0118-565 
TITLE Cigarette Tax Reports 
DESCRIPTION Monthly reports to the Department of Revenue of purchase of cigarette stamps and sales of cigarettes by dealers. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0120-565 
TITLE Corporate Income Tax Returns 
DESCRIPTION Income tax returns (form 120) filed by corporations operating in Kansas. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0121-565 
TITLE Corporation Estimated Income Tax Declaration 
DESCRIPTION Reports received by the Department of Revenue of estimated income taxes which subsequently will be owed by corporations operating in Kansas. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0123-565 
TITLE Discontinuation of Business Forms 
DESCRIPTION Form FA 15 used to cancel various business tax accounts when the filer has gone out of business or the ownership has changed. 
RETENTION See Comments 
COMMENTS Destroy hard copy after microfilming. Retain microfilm 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3614 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0199-565 
TITLE Drug Tax Records 
DESCRIPTION Records related to the purchase of drug tax stamps and assessment of drug tax for the possession of illegal drugs. 
RETENTION 3 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0124-565 
TITLE Employees Annual Withholdings Tax Returns 
DESCRIPTION Annual report (KW-3) by employers of state income tax monies withheld from employees' pay. 
RETENTION See Comments 
COMMENTS Scan original documents and retain until verified by quality control, then destroy. Retain imaged files 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0125-565 
TITLE Exemption Certificates - County Treasurer 
DESCRIPTION Exemption certificates and related returns completed by the county treasurer's office on the purchase of motor vehicles. 
RETENTION 004 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3614 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0128-565 
TITLE Fuel Tax Inventory Tax Returns 
DESCRIPTION Reports required by the Department of Revenue to be filed annually by fuel dealers in order to prevent stockpiling and avoidance of the fuel tax. 
RETENTION 005 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3420 & 75-5133 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0136-565 
TITLE Interstate Motor Fuel Tax Returns 
DESCRIPTION Reports of interstate motor fuel taxes required by the Department of Revenue to be filed by truckers. 
RETENTION 005 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-34,113 & 75-5133 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0137-565 
TITLE Kansas Crude Oil Report and Returns 
DESCRIPTION Reports of crude oil production and the severance tax due to state required to be filed by producers. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0138-565 
TITLE Kansas Natural Gas Well Report and Returns 
DESCRIPTION Reports of natural gas production and the severance tax due to the state. 
RETENTION 005 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-4226 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0139-565 
TITLE Liquefied Petroleum Motor Fuel Tax Returns 
DESCRIPTION Reports of propane or LP fuel sales and fuel taxes owed as required to be filed monthly by dealers. 
RETENTION 005 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0140-565 
TITLE Liquid Fuel Carriers Reports 
DESCRIPTION Reports filed monthly with the Department of Revenue by transporters of liquid fuel for use in auditing shipments. 
RETENTION 005 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3420 & 75-5133 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0141-565 
TITLE Liquor Enforcement Tax Returns 
DESCRIPTION Monthly reports to the Department of Revenue of sales of liquor and liquor enforcement taxes owed by dealers. 
RETENTION See Comments 
COMMENTS Retain until microfilmed, then destroy by shredding. Retain microfilm 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0142-565 
TITLE Liquor Excise Tax Returns 
DESCRIPTION Monthly reports to the Department of Revenue sales of liquor by the drink and liquor excised taxes owed. 
RETENTION See Comments 
COMMENTS Retain until microfilmed, then destroy by shredding. Retain microfilm 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0143-565 
TITLE Manifest and Audit Listings 
DESCRIPTION Computer printouts listing the month's manifests and returns filed by pipeline terminals and refineries for use in auditing filed returns. 
RETENTION 005 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3420 & 75-5133 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0144-565 
TITLE Manufacturers' Exemptions Certificates 
DESCRIPTION Application STD 090 with related approval letter for manufacturers' exemptions from the sales tax. 
RETENTION See Comments 
COMMENTS Retain until cancellation of business, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3614 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0145-565 
TITLE Manufacturers' Reports 
DESCRIPTION Reports submitted monthly to the Department of Revenue by manufacturers for use in auditing. 
RETENTION 004 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3420 & 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0147-565 
TITLE Motor Fuel Proceedings 
DESCRIPTION Documents relating to bond cancellation proceedings for motor fuel dealers and manufacturers. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0148-565 
TITLE Motor-Vehicle Fuels Distributor Tax Returns 
DESCRIPTION Gasoline tax returns submitted annually to the Department of Revenue by distributors of motor vehicle fuels. 
RETENTION 005 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3420 & 75-5133 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0150-565 
TITLE Oil Inspection Report/Environmental Assurance Fee Reports 
DESCRIPTION Reports submitted monthly to the Department of Revenue by major oil companies and smaller petroleum sellers for use in collecting the oil inspection and environmental fees. 
RETENTION 004 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0151-565 
TITLE Operator/Purchaser Registration Forms 
DESCRIPTION Registration forms submitted to the Department of Revenue by mineral tax operators and purchasers for use in collecting the severance tax. 
RETENTION See Comments 
COMMENTS Retain 3 fiscal years after the account is closed. 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0152-565 
TITLE Partnership Return 
DESCRIPTION Income tax returns submitted annually to the Department of Revenue by business partnerships. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0153-565 
TITLE Privilege Tax 
DESCRIPTION Reports and associated documents submitted annually to the Department of Revenue by banks and saving and loans for use in collecting privilege taxes. 
RETENTION See Comments 
COMMENTS Destroy hard copy after microfilming. Retain microfilm 15 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0155-565 
TITLE Sales and Use Tax Returns 
DESCRIPTION Reports of retail sales and excise taxes due to the state submitted to the Department of Revenue by retailers with supporting documents. 
RETENTION See Comments 
COMMENTS Microfilm, then destroy hard copy. Retain microfilm 4 tax years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3614 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0156-565 
TITLE Sales Tax Bonds 
DESCRIPTION Documents relating to sales tax surety bonds (STD-13) and escrow agreements that guarantee the payment of sales tax should the business default on its responsibility to pay. 
RETENTION See Comments 
COMMENTS Destroy hard copy after microfilming. Retain microfilm 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3614 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0157-565 
TITLE Severance Tax Certificates of Exemption 
DESCRIPTION Certificates issued for proof of exemption by the Department of Revenue from the Kansas severance tax. 
RETENTION See Comments 
COMMENTS Destroy hard copy after microfilming. Retain microfilm 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0159-565 
TITLE Small Business Corporation Return 
DESCRIPTION Informational reports and associated documents submitted to the Department of Revenue by small business corporations concerning income taxes paid at the individual level. 
RETENTION See Comments 
COMMENTS Retain hard copy 1 year after microfilming. Retain microfilm 3 years after filing date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0158-565 
TITLE Small Business Corporation Return 
DESCRIPTION Informational reports and associated documents submitted to the Department of Revenue by small business corporations concerning income taxes paid at the individual level. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0160-565 
TITLE Special Fuel Tax Returns 
DESCRIPTION Monthly reports of purchases and sales submitted to the Department of Revenue by jobbers, retailers and users for use in collecting fuel taxes. 
RETENTION See Comments 
COMMENTS Returns are microfilmed and hard copy destroyed. Retain microfilm 4 tax years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3483 & 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0162-565 
TITLE Surety Bonds and Escrow Agreements 
DESCRIPTION Documents relating to various surety bonds and escrow agreements that guarantee the payment of various business taxes should the business default on its responsibility to pay the tax. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3614 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0164-565 
TITLE Taxpayer Correspondence - Sales Tax 
DESCRIPTION Letters, speed documents, nonfiler notices, extensions of time and other documents related to the collection of sales taxes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3614 & 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0165-565 
TITLE Tobacco Tax Reports 
DESCRIPTION Monthly reports of tobacco products purchased and brought into the state submitted to the Department of Revenue by distributors for use in collecting tobacco taxes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0166-565 
TITLE Transient Guest Tax Returns 
DESCRIPTION Monthly reports of guests submitted to the Department of Revenue by guests in motels, hotels, or tourist courts for use in collecting transient guest taxes. 
RETENTION See Comments 
COMMENTS Returns are microfilmed, then shredded. Retain microfilm 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0167-565 
TITLE Utility Exemption Certificates 
DESCRIPTION Certificates and schedules received as avoidance of exemptions from utilities taxes and schedules are prepared by the utility companies. 
RETENTION See Comments 
COMMENTS Microfilm, then destroy hard copy. Retain microfilm 4 tax years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3614 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0168-565 
TITLE Withholding Tax Deposit Reports 
DESCRIPTION Quarterly reports (KW-5) made by employers concerning income tax monies withheld from individual employee's pay. 
RETENTION See Comments 
COMMENTS Microfilm, then destroy hard copy. Retain microfilm 3 fiscal years after filing date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Corporation, Income and Private Tax

SERIES ID 0122-565 
TITLE Corporation Returns 
DESCRIPTION Documents relating to and including Corporation Income Tax Returns (INC/120 & INC/120S). 
RETENTION 015 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0154-565 
TITLE Privilege Tax Returns 
DESCRIPTION Documents relating to and including privilege tax returns, form INC/130. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Customer Relations

SERIES ID 0196-565 
TITLE International Fuel Tax Agreement (IFTA) Reports 
DESCRIPTION Reports of IFTA taxes filed by truckers required by Kansas Department of Revenue (KDOR). 
RETENTION 7 tax yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 2010-04-08 
K.A.R. NUMBER 53-2-163 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Director's Office

SERIES ID 0161-565 
TITLE Subject Files - Director's 
DESCRIPTION Documents relating to a wide variety of administrative concerns and issues which include tax appeal files, correspondence, orders, etc. 
RETENTION See Comments 
COMMENTS Microfilm and destroy the hard copy. Transfer both the microfilm and documents not filmed to the archives after 15 years. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Income and Inheritance Tax

SERIES ID 0127-565 
TITLE Fiduciary Income Tax Returns 
DESCRIPTION Reports of trust and estate income, with associated documents, submitted to the Department of Revenue by fiduciaries for use in collecting income taxes. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years after filing date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0129-565 
TITLE Homestead and Food Sales Tax Refund Claims 
DESCRIPTION Claim forms, with associated documents, submitted to the Department of Revenue by those seeking property tax rebates. 
RETENTION See Comments 
COMMENTS Retain 4 calendar years after file date, destroy hard copy after microfilming. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0132-565 
TITLE Individual Estimated Income Tax Vouchers 
DESCRIPTION Statements submitted to the Department of Revenue by individuals with their quarterly estimated income tax payments. 
RETENTION See Comments 
COMMENTS Retain hard copy until after microfilmed, then destroy. Retain microfilm 3 calendar years after filing date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0133-565 
TITLE Individual Income Tax Returns 
DESCRIPTION Reports of income and associated documents submitted to the Department of Revenue by individuals for use in collecting income taxes. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years after filing date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-3234 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0135-565 
TITLE Inheritance Tax Returns 
DESCRIPTION Reports of decedent's assets and associated documents submitted to the Department of Revenue for use in collecting inheritance taxes. 
RETENTION See Comments 
COMMENTS Retain hard copy until microfilmed then destroy, retain microfilm 3 calendar years after file date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 79-1587 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Inheritance Tax Section

SERIES ID 0134-565 
TITLE Inheritance Tax Documents 
DESCRIPTION Documents relating to and including Non-probated taxable estate (IH/22), Probated taxable estate (IH/12), Non-taxable estate (IH/25), Descent Form (IH/27). 
RETENTION See Comments 
COMMENTS Retain until microfilmed for permanent preservation, then destroy original. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Taxpayer Registrations

SERIES ID 0146-565 
TITLE Motor Fuel License and Bond 
DESCRIPTION All documents relating to and including the license and bond for all types of motor fuel taxpayer registrations. Interstate Motor Fuel User license (LB/i71) and bond (LB/9-72), liquid fuel carriers li 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0149-565 
TITLE Non-Resident Contractors 
DESCRIPTION All documents relating to and including the bond (LB/c-36) for non-resident contractors. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-XXX
Department of Revenue
Multiple subunits/Subunit not defined

SERIES ID 0184-565 
TITLE Administrative Appeals/Hearings Files - Informal 
DESCRIPTION Administrative Appeal/Hearing files applies to cases resolved at the Administrative Hearing level and go no further. The file may include such things as hearing requests, correspondence, exhibits, notes, copies of decisions and orders and other documents relating to administrative hearings. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after case is closed, 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 

SERIES ID 0185-565 
TITLE Legislative Relations Files 
DESCRIPTION Records involving specific pieces of legislation that are of interest to the department: bills, correspondence, financial impact statements, and other materials. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0186-565 
TITLE Legislative Testimony Files 
DESCRIPTION Testimony prepared and presented by the department in reference to legislative proposals. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0171-565 
TITLE Project Files 
DESCRIPTION Contracts, modifications, budgets, etc. relating to the research and development of projects designed to facilitate agency operations. 
RETENTION See Comments 
COMMENTS Retain 5 years after completion of project, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 
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