Utah State Tax Commission. Administration Division
7577--Employee benefit budget reports9672--Disclosure records
9674--Religious and charitable organizations sales tax exemptions
10231--Legislative impact statements
10093--Public transit authority tax records
10094--Alcohol education distribution records
12830--Tax evader and protester files
11947--Tax research papers
15429--Warehouse control files
15431--Internal Revenue Service return and source information records
13972--Draft legislation files
14216--Court records
16529--Budget requests
16530--Budget work program files
16531--Annual budget report
16532--Financial report
16533--Payroll reports
16534--FIRMS monthly reports
16980--Collections and assessments reports
16549--Preliminary payroll
16550--Annual leave card
16552--Leave applications
16555--Delegations of authority records
16556--Director's correspondence
16558--Credit card lists
16571--Card key applications
16514--Bank deposit error correction files
16515--Miscellaneous transactions journals
16516--Daily tax revenue recaps
16518--Receipts for payment of taxes
16519--Suspense vouchers
16521--Revenue general ledgers
16524--Bank reconciliations
16527--Sales tax distribution records
16528--Administrative correspondence
17566--Successful bid and proposals file
19676--Personnel files for temporary employees
84747--Sales tax distribution contracts
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 7577
TITLE: Employee benefit budget reports
DATES: 1969-
ARRANGEMENT: Chronological
DESCRIPTION: Listing of state matching funds paid to employee retirement by low organization number.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 03/29/1991
FORMAT MANAGEMENT
Paper copy: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public. 17 data elements identified by the State Records Committee
SECONDARY DESIGNATION
Private
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 9672
TITLE: Disclosure records
DATES: 1986-
ARRANGEMENT: Alphabetical by taxpayer name
DESCRIPTION: These files contain surveys of taxpayers who have recently been audited. They include contain records of authorized and inadvertent disclosure of tax information to persons, groups, or businesses other than the taxpayer who filed the return. They contain copies of returns, correspondence, investigation notes, telephone numbers, contracts with taxpayer and other involved parties, memos, reports, social security numbers, and account numbers disclosed; name, address, and phone number of person requesting information; and date of request. They also contain legal actions, liabilities, executive decisions, corrective actions, and investigative information.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 11/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Legal
This disposition is based on the administrative and legal needs of the Tax Commission. The Internal Revenue Code (74-31d) allows two years for any action to be enforced after the disclosure has been discovered. Therefore after two years no action may be taken.
PRIMARY DESIGNATION
Protected. UCA 63G-2-305 (14) (2008)
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 9674
TITLE: Religious and charitable organizations sales tax exemptions
DATES: 1950-
ARRANGEMENT: Alphabetical by taxpayer name
DESCRIPTION: These are records of religious and charitable organizations who apply for sales and use tax exemption permits. They contain correspondence, applications, rulings, supporting research, and permits. The information includes type of organization; the organization's name, address; name, address, and social security number of person applying for permit; reason for exemption, and investigation notes.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/1996
FORMAT MANAGEMENT
Paper: For records beginning in 1950 through 1991. Retain in Office for 15 years or until microfilmed and then destroy provided microfilm has passed inspection.
Paper: For records beginning in 1994 and continuing to the present. Retain in Office for 1 year after being microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 15 years and then destroy.
Microfilm duplicate: Retain in Office for 15 years and then destroy.
APPRAISAL
Administrative Fiscal
This disposition is based on UCA 59-1-403(4) (1991), which requires a three year audit after the organization closes or permit is revoked.
PRIMARY DESIGNATION
Exempt. R861-1-12A_(11)_(1991)
SECONDARY DESIGNATION
Public. Organization name, account number, and the fact they have an exemption.
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 10231
TITLE: Legislative impact statements
DATES: 1988-
ARRANGEMENT: Chronological, thereunder numerical by bill number
DESCRIPTION: These statements document proposed legislation and its impact on the Tax Commission. They are prepared by various divisions within the Tax Commission. They contain correspondence, memos, fiscal notes, summaries, estimated one-time and on-going cost reports, impact on processes, and the number of full-time employees required to handle the proposed changes.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 12/1992
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years or until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 15 years or until administrative need ends and then destroy.
Microfilm duplicate: Retain in Office for 15 years or until administrative need ends and then destroy.
Computer data files: Retain in Office until administrative need ends and then delete.
Microfilm duplicate: Retain in State Records Center for 15 years or until administrative need ends and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Protected. Drafts of legislation and reports written in response to potential legislation are considered to be protected.
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 10093
TITLE: Public transit authority tax records
DATES: 1988-
ARRANGEMENT: Alphabetical by municipality
DESCRIPTION: These are records of cities and counties who vote for and pass the state authorized 1/4% sales tax for mass transit. UCA_59-12-501(1)_(1991) gives any town, county, or city within a transit district, the authority to place an additional sales and use tax. They contain resolutions, ordinances, returns, remittances to municipalities, audits, correspondence, appeals, and other information used to manage this taxation program.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 06/1992
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years or until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 7 years and then destroy.
Microfilm duplicate: Retain in Office for 7 years and then destroy.
Computer data files: Retain in Office for 7 years and then erase.
APPRAISAL
Fiscal Legal
This disposition is based on legal and fiscal implications concerning the involvement of cities, towns, and counties in this tax program.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 10094
TITLE: Alcohol education distribution records
DATES: 1985-
ARRANGEMENT: Chronological, thereunder alphabetical by municipality
DESCRIPTION: These are records regarding taxes collected from the sale of alcoholic beverages. The monies are returned to state and local law enforcement agencies to be used on substance abuse and alcohol beverage enforcement programs. They contain returns, reports, correspondence, disbursements, and other program control information.
RETENTION
Retain for 6 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 06/1992
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years and then destroy.
Computer data files: Retain in Office for 6 years and then erase.
APPRAISAL
Administrative
This disposition is based on administrative needs expressed by the Tax Commission. The six year retention is needed to document the program's effectiveness.
PRIMARY DESIGNATION
Protected
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 12830
TITLE: Tax evader and protester files
DATES: 1988-
ARRANGEMENT: Alphabetical by surname
DESCRIPTION: These records document persons or businesses investigated for criminal violation of state tax laws. The information is used by the Tax Commission to investigate these persons or businesses and to take action. Some of the information has been collected from the Internal Revenue Service and/or other federal agencies. Records may include: correspondence, informant reports, compliance activities, investigative notes and reports, investigative leads or referrals, copies of returns, videos about or by the subjects, report sheets or other information supplied by individuals who serve as informants of known or suspected tax protesters or evaders.
RETENTION
Retain for 6 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/2014
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years after court case is closed and then destroy.
APPRAISAL
Administrative Legal
The statute of limitations for these records is 6 years, per Utah Code 59-1-401(12)(f) 2014.ĥAfter a case has been tried successfully or a plea has been negotiated, there are subsequent court hearings to ascertain how the subject is complying with probation and restitution requirements, at which time these records serve as an important resource. These records are also a valuable reference in cases where additional appeals are filed.
PRIMARY DESIGNATION
Protected. Utah Code 63G-2-305 (8) 2014 and Utah Code 63G-2-305(10)(d) 2014
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302(2)(d) 2014
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 11947
TITLE: Tax research papers
DATES: 1988-
ARRANGEMENT: Alphanumerical by project
DESCRIPTION: These research projects and reports are created by various employees of the Tax Commission for internal purposes only. They are used to evaluate, compare and analyze various aspects of real and personal property assessed by the Tax Commission and includes uniform, central, natural resources, mineral, and other assessed property. The information represents the opinions of individual employees who created the report. Included are research materials, drafts, notes, clippings, schedules, and other ephemeral material used for evaluation and preparation of the papers.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1994
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
Computer data files: Retain in Office for 3 years and then delete.
Microfiche master: Retain in State Records Center for 3 years and then destroy.
Microfiche duplicate: Retain in State Records Center for 3 years.
APPRAISAL
Administrative
This disposition is based on administrative needs expressed by the Tax Commission.
PRIMARY DESIGNATION
Protected. UCA_63G-2-305_(21, 33)_(2008). However, the information may be released to non-Tax Commission personnel by determination of the Tax Commissioners.
SECONDARY DESIGNATION
Exempt. R861-1-12A, unauthorized release of these papers could cause taxpayers to create conflicting interpretations of official Tax Commission policies, bulletins and rules.
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 15429
TITLE: Warehouse control files
DATES: 1988-
ARRANGEMENT: Chronological
DESCRIPTION: Inventory control documents, data logs, visitor logs, memorandums, surplus property, shipping and disbursement records manuals, purchase orders, and activities reports. These records document the actions and activities of the Tax Commission's warehouse, and are used to control its activities.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/1996
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 15431
TITLE: Internal Revenue Service return and source information records
DATES: 1986-
ARRANGEMENT: Chronological by year thereunder Alphabetical by tax type
DESCRIPTION: Magnetic computer tapes and data sets with contain taxpayer name, address, tax account number/social security number, filing status, exemptions, income, additions or reductions in income, tax liability, partners, amount of liability or refund, tax schedules, amendments, employer and other information as required by federal law relating to tax returns. The information is created by the federal government/IRS and a copy of the information is duplicated and used by the Utah State Tax Commission to compare amounts reported by taxpayers and to ensure income, exemptions, social security numbers, return information, and filing status are consistent with state filings.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/1996
FORMAT MANAGEMENT
Computer magnetic storage media: Retain in Office for 15 years and then erase.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Exempt. UCA 59-10-403(3)(a)(2008), UCA 59-10-536(5)(2008), and IRS6103(d)(2008).
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 13972
TITLE: Draft legislation files
DATES: 1987-
ARRANGEMENT: Chronological, thereunder numerical by bill number
DESCRIPTION: These are legislative bills drafted by the various departments within the Tax Commission. These are the bills that were proposed to the Legislature but never passed. They contain tax Commission evaluations of the bills, their potential impacts, fiscal notes, and commissioners and divisional opinions and reports. Bills which have passed the legislature and have been implemented are found in series 10231.
RETENTION
Permanent. Retain for 1 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Proposed legislation records, GRS-1690
AUTHORIZED: 05/03/1994
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center until administrative needs ends and then transfer to State Archives with authority to weed.
Paper copy: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Protected. R861-1-12A(D), UCA63G-2-305(19), reports, workpapers, and notes.
SECONDARY DESIGNATION
Public. Enrolled copies of legislation
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 14216
TITLE: Court records
DATES: 1994-
ARRANGEMENT: Alphabetical by name.
DESCRIPTION: Tax Commission microfilm of court related documents and records. The documents on this microfilm include, but are not limited to transcripts, financial statements, court filings, correspondence, legal breifs, and rulings of the Court. These are cases in which the Tax Commission has levied taxes against a business or corporation and has had that action challenged in court.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/2003
FORMAT MANAGEMENT
Microfilm master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical Legal
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16529
TITLE: Budget requests
DATES: 1960-
ARRANGEMENT: Chronological.
DESCRIPTION: These are budget requests which are received from other divisions and are used by the budget division to disperse supplies and equipment.
RETENTION
Permanent. Retain for 3 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
Disposition based on the value of these records in documenting agency/program achievements, policies, procedures, and function.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16530
TITLE: Budget work program files
DATES: 1976-
ARRANGEMENT: Chronological.
DESCRIPTION: These program work files are created by the budget division to plan for monies to be used for the budget programs.
RETENTION
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then transfer to State Archives with authority to weed.
Computer data files: Retain in Office for 2 years and then erase.
APPRAISAL
Historical
Disposition based on the value of these records in documenting agency/program achievements, policies, procedures, and function.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16531
TITLE: Annual budget report
DATES: 1963-
ARRANGEMENT: Chronological
DESCRIPTION: These are budget reports which were created by the budget division.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Utah General Schedule 5-5a
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16532
TITLE: Financial report
DATES: 1964-
ARRANGEMENT: Chronological
DESCRIPTION: These are financial reports which are created by the budget division.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Utah General Schedule 5-5b
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16533
TITLE: Payroll reports
DATES: 1961-
ARRANGEMENT: Chronological
DESCRIPTION: These are payroll reports which are used and created by the budget division for payroll reasons.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Utah General Schedule 2-17a
PRIMARY DESIGNATION
Private. Except for the 19 data elements identified by the State Records Committee.
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16534
TITLE: FIRMS monthly reports
DATES: 1975-
ARRANGEMENT: Chronological
DESCRIPTION: These are FIRMS reports which are used by the budget division for accounting reasons.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Utah General Schedule 6-4
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16980
TITLE: Collections and assessments reports
DATES: 1952-
ARRANGEMENT: Chronological.
DESCRIPTION: This is a record of the monthly collections of taxes by the type of taxes. This is used to help the state project the annual revenue for budget purposes and to keep track of tax collections. In 1976, this report was combined with another report. This record includes the month of the report, and the following information by class of tax: the amount of licenses, and returns received during the period; the amount of each received year-to-date; the amount assessed this period; the amount assessed year-to-date; and the amount of money collected for the period and for the year-to-date.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 03/1987
FORMAT MANAGEMENT
Paper: For records beginning in 1952 through 1960. Retain in State Archives permanently with authority to weed.
Paper: For records beginning in 1961 and continuing to the present. Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Administrative Historical
This record shows a monthly breakdown of taxes collected by the state. This information has research value for economic historians and economists who would wish to chart the changes in the tax base in the state through time.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16549
TITLE: Preliminary payroll
DATES: undated
ARRANGEMENT: None
DESCRIPTION:
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
Utah General Schedule 2-15
PRIMARY DESIGNATION
Private
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16550
TITLE: Annual leave card
DATES: 1952-
ARRANGEMENT: Chronological
DESCRIPTION:
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then file in personnel file.
APPRAISAL
Utah General Schedule 2-9b
PRIMARY DESIGNATION
Private
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16552
TITLE: Leave applications
DATES: 1950-
ARRANGEMENT: Alphabetical by division, thereunder chronological.
DESCRIPTION: Application for leave and supporting papers relating to request for and approval of leave.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 07/29/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
This disposition is based on schedule 10 item 11 of the 1990 State General Retention Schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16555
TITLE: Delegations of authority records
DATES: 1972-
ARRANGEMENT: Alphabetical by Division, thereunder by project title.
DESCRIPTION: These records document the delegation of authority by division management to Tax Commission employees for specific responsibilities, committees, or projects. They contain project name, manager, members, scope and definition, computer system information, and audit or collection target.
RETENTION
Retain for 1 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1992
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after termination of delegation and then destroy.
Computer data files: Retain in Office for 1 year after termination of delegation and then delete.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Protected. UCA_63G-2-305(13)_(2008) disclosure could interfere with audit or collection operation of the Tax Commission.
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16556
TITLE: Director's correspondence
DATES: 1982-
ARRANGEMENT: Alphabetical by name.
DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.
RETENTION
Permanent. Retain for 10 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 03/27/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
These records are historically valuable for documenting the activities of the agency.
PRIMARY DESIGNATION
Private
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16558
TITLE: Credit card lists
DATES: 1983-
ARRANGEMENT: Alphabetical by surname.
DESCRIPTION: Report generated by American Express showing expenditures made by state employees on agency American Express Cards.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years or until updated and then destroy.
Computer data files: Retain in Office until updated and then delete.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16571
TITLE: Card key applications
DATES: 1986-
ARRANGEMENT: alphabetical by applicant name
DESCRIPTION: Control center key or code records, emergency call cards, building record, and employee identification cards.
RETENTION
Retain until superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office until superseded or obsolete and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16514
TITLE: Bank deposit error correction files
DATES: 1984-
ARRANGEMENT: Numerical by account number
DESCRIPTION: Adjustments created by agency accounting officers and sent to the Division of Finance to correct errors on warrant requests and interdepartmental transfers.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Home addresses
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16515
TITLE: Miscellaneous transactions journals
DATES: 1950-
ARRANGEMENT: Chronological, thereunder numerical by journal entry number
DESCRIPTION: These journals record all miscellaneous revenue transactions. Includes accounts payable and receivable, miscellaneous refund payments, adjustment forms, batch header cards and batch reconciliations, payments, vouchers, payment adjustments, bad check debits, deposit information, invoice payments, and other tax and operational receipts and expenditures. Lists name of taxpayer or account, amount of transactions and account and taxpayer numbers.
This records series is not being microfilmed at present. However, the Tax Commission will eventually be microfilming this series in random order as part of record series 17051, Business tax microfilm.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1990
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years or until microfilmed and then destroy provided microfilm has passed inspection.
APPRAISAL
Administrative Fiscal Legal
These journals are used for administrative and accounting functions to track miscellaneous financial transactions. The State Tax Commission has set a fifteen year retention period for standard ledgers in case of a taxpayer claiming a payment was not received or credited.
PRIMARY DESIGNATION
Private
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16516
TITLE: Daily tax revenue recaps
DATES: 1984-
ARRANGEMENT: Chronological by date.
DESCRIPTION: These records include all revenue accounting reports and documents of the Tax Commission including the Motor Vehicle Division, with the exception of Finet Cash Receipt Transactions, Journal Vouchers, Returned Checks, International Fuel Tax Agreement/International Registration Plan transmittals, and bank reconciliations. Those records are maintained under separate record series.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 06/1992
FORMAT MANAGEMENT
Paper: Retain in Office for 6 months and then transfer to Agency Record Center. Retain in Agency Record Center for 30 months and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative need expressed by the Tax Commission.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16518
TITLE: Receipts for payment of taxes
DATES: 1977-
ARRANGEMENT: Numerical by receipt number
DESCRIPTION: Agency copy of receipts given to customers who pay the agency for services rendered.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 06/02/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
The Internal Revenue Service has these records scheduled for a retention period of 3 years.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16519
TITLE: Suspense vouchers
DATES: 1945-
ARRANGEMENT: Numerical by receipt number
DESCRIPTION: These vouchers are created by the Motor Vehicle Division. They are used when a registration or title application is paid but the documents pertaining to registration or title are missing. Information includes the name of owner, registration information, date vehicle was registered, amount paid for vehicle, amount of registration fees, which documents are missing, and action taken by the Tax Commission.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1992
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years or until administrative need ends and then destroy.
Computer data files: Retain in Office for 3 years or until administrative need ends and then delete.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the Tax Commission.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16521
TITLE: Revenue general ledgers
DATES: 1920-
ARRANGEMENT: Chronological
DESCRIPTION: These records summarize the financial status of tax accounts with supporting documents and reports.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16524
TITLE: Bank reconciliations
DATES: 1950-
ARRANGEMENT: Numerical by sequential
DESCRIPTION: Daily report from bank that is used for reconciliation.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16527
TITLE: Sales tax distribution records
DATES: 1972-
ARRANGEMENT: Chronological, thereunder alphabetical by municipality
DESCRIPTION: These are records of quarterly and monthly distribution of sales taxes collected by the state and distributed to the appropriate counties and municipalities. These reports are used by the Tax Commission to insure proper distribution to municipalities based on population and point of sale. Earlier reports and distribution were done manually. The current system and program is all handled by computer. Information contains dollar volume of tax receipts, and distribution formulas.
RETENTION
Permanent. Retain for 15 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1992
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years and then transfer to State Archives with authority to weed.
Computer data files: Retain in Office until no longer administratively valuable and then delete.
APPRAISAL
Historical
This disposition is based on the historical value of these records regarding the municipalities' distribution of sales tax monies.
PRIMARY DESIGNATION
Protected. UCA_63G-2-305(10)_(2008)
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 16528
TITLE: Administrative correspondence
DATES: 1962-
ARRANGEMENT: Chronological.
DESCRIPTION: These are copies of correspondence created by the budget division for administrative purposes.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 07/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
APPRAISAL
Historical
Disposition based on the value of these records in documenting agency/program achievements, policies, procedures, and function.
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 17566
TITLE: Successful bid and proposals file
DATES: 1996-
ARRANGEMENT: Alphanumerical by bid number identification
DESCRIPTION: Solicited and unsolicited successful bids and proposals to provide products or services to an agency by a private contractor. Information includes bids and proposals, and data vendor contacts.
RETENTION
Retain for 6 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Request for proposal records, GRS-1991
AUTHORIZED: 08/24/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 19676
TITLE: Personnel files for temporary employees
DATES: 1997-
ARRANGEMENT: Alphabetical by surname
DESCRIPTION: Copies of correspondence and forms maintained in the personnel file of a temporary employee. This does not include personnel records created for specific federal programs. Files may contain applications for seasonal employment, employee information sheets, sexual harassment employee statements, employment eligibility verification, employee separation forms, and other related records.
RETENTION
Retain for 65 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/2006
FORMAT MANAGEMENT
Paper copy: Retain in Office for 2 years after retirement or separation and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.
APPRAISAL
Administrative
This retention is in compliance with Utah Administrative Rules R477-2-1 and R477-2-5 (5).
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA_63G-2-301_(1)(b)_(2008)
AGENCY: Utah State Tax Commission. Administration Division
SERIES: 84747
TITLE: Sales tax distribution contracts
DATES: 1952-
ARRANGEMENT: Alphabetical by county, thereunder by city
DESCRIPTION: This is a record of agreements between state and counties regarding sales tax contracts. Includes correspondence, contracts, agreements, requests, court decisions regarding exchange of sales tax information and copies of local ordinances enacting sales taxes.
RETENTION
Permanent. Retain for 15 year(s) after expiration of contractual agreement
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 12/1989
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after completion of contract and then transfer to State Records Center. Retain in State Records Center for 12 years and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Records Center for 15 years and then transfer to State Archives with authority to weed.
Microfilm duplicate: Retain in Office for 15 years and then destroy.
APPRAISAL
Administrative Fiscal Historical
The General Schedule states that these records be kept for 7 years after contract ends, or final payment. Agency has requested a permenant retention for Historical value.
PRIMARY DESIGNATION
Public