Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Division of Capital Planning and Programming

6792--Budget revisions approval files
6793--Contractor's payroll record files
6794--Subgrantee payments project files
6795--Community development block grant general project files
6796--Discretionary grant case files
6797--Capital improvement program planning files

AGENCY: Salt Lake City (Utah). Division of Capital Planning and Programming

SERIES: 6792
TITLE: Budget revisions approval files
DATES: 1975-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files consist of budget forms used for the approval of revisions to the capital improvement budget and grant funding projects . The forms are arranged chronologically in fiscal year. These files include date, name of affected project, recommendation and status of funds, amount of change in budget, discussion, and signatures of all authorized persons.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Capital Planning and Programming

SERIES: 6793
TITLE: Contractor's payroll record files
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.30 cubic feet.

DESCRIPTION: These payroll files are from city contractors and subcontractors. They are used for verification purposes to guarantee that federal Davis-Bacon wage rates are being paid on federally funded projects. These files include name, address, social security number, number of hours worked, rate of pay, deductions, and total amount paid; signed certificates that payroll is correct; employee interview forms verifying that payroll is correct; and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until Federal compliance audit is completed and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Capital Planning and Programming

SERIES: 6794
TITLE: Subgrantee payments project files
DATES: 1983-
ARRANGEMENT: Alphabetical by name of subgrantee
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These project files document all payments made to city grant subgrantees. They are used for budgeting and reporting purposes. These files include copies of vouchers, letters recommending payment, time sheets, radio program logs, utility bills, and invoices.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until project is no longer active and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Capital Planning and Programming

SERIES: 6795
TITLE: Community development block grant general project files
DATES: 1975-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 1.80 cubic feet.

DESCRIPTION: These project files contain all documentation for Community Block Grants with the exception of grant payrolls. They are used for auditing and reporting purposes. These files include reports, audits, related correspondence, copies of contracts, financial statements, grant regulations, project applications, or other pertinent information.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 8 years and then transfer to Agency Record Center. Retain in Agency Record Center until project is closed out and then transfer to State Archives with authority to weed.

APPRAISAL

OMB Circular A-102, attachment G


AGENCY: Salt Lake City (Utah). Division of Capital Planning and Programming

SERIES: 6796
TITLE: Discretionary grant case files
DATES: 1970-
ARRANGEMENT: Alphabetical by grant or project name
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These case files document the expenditures of all grants other than Community Development Block Grants (CDBG). These federal grants include: Urban Development Action Grants, Environmental Protection Agency Grants, National Park Service Development Grants, and Rental Rehabilitation Program. The files are used for auditing and reporting purposes. These files include reports, audits, correspondence, copies of contracts, financial statements, grant regulations, project applications, or other pertinent information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until grant is closed out and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then destroy.

APPRAISAL

OMB Circular A-102, attachment G


AGENCY: Salt Lake City (Utah). Division of Capital Planning and Programming

SERIES: 6797
TITLE: Capital improvement program planning files
DATES: 1981-
ARRANGEMENT: Alphanumerical by category
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: These files concern the planning of all city capital improvements. They are used in preparation of the annual capital improvement program budget. These files include project applications, related correspondence, schedules and reports. Also includes correspondence concerning the implementation and coordination of these projects.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL