Utah Department of Administrative Services

Division of Archives & Records Service

Utah State Tax Commission. Accounting Section

16535--Administrative correspondence
16536--Bank statements
16537--Fixed asset reports
16538--General ledgers
16539--Purchase requisitions
16540--Treasurer deposits
16541--Warrant registers
16542--Warrant requests
16543--Expenditure adjustments
16544--Interdepartmental transfers
16545--Tax payment receipt files
16546--Travel requests
16547--Travel vouchers
2347--Office supply requisitions

AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16535
TITLE: Administrative correspondence
DATES: 1965-
ARRANGEMENT: Chronological

DESCRIPTION: Documents office organization, staffing, procedures, and internal communications.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 16.

Utah General Schedule 5-3

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16536
TITLE: Bank statements
DATES: 1967-
ARRANGEMENT: Chronological

DESCRIPTION: Cancelled checks, debit/credit memoranda, deposit slips, and monthly reconciliations.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16537
TITLE: Fixed asset reports
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: File used to track and control capital outlay such as office equipment (chairs, typewriters, etc.) and other fixed assets including tools, machinery, and other large equipment.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after disposal of property and then destroy.

Computer data files: Retain in Office until administrative need ends and then erase.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 27.

Utah General Schedule 3-2b

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16538
TITLE: General ledgers
DATES: 1960-
ARRANGEMENT: Chronological

DESCRIPTION: General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 8 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

Utah General Schedule 7-2

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16539
TITLE: Purchase requisitions
DATES: 1972-
ARRANGEMENT: Chronological

DESCRIPTION: Requisitions for supplies and equipment for current inventory.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 10.

Utah General Schedule 3-4a

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16540
TITLE: Treasurer deposits
DATES: 1964-
ARRANGEMENT: Chronological

DESCRIPTION: These are records of monies given to the State Treasures Office for deposit.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Utah General Schedule 6-8

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16541
TITLE: Warrant registers
DATES: 1967-
ARRANGEMENT: Chronological

DESCRIPTION: Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies. This is a log of warrant requests.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 49.

Utah General Schedule 6-1

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social security number


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16542
TITLE: Warrant requests
DATES: 1967-
ARRANGEMENT: Chronological

DESCRIPTION: Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

Computer data files: Retain in Office for 1 year and then erase.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 49.

Utah General Schedule 6-1

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social security number


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16543
TITLE: Expenditure adjustments
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: Records used as posting and control media, subsidiary to the general and allotment ledgers, and not elsewhere covered in this schedule.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

Computer data files: Retain in Office for 2 years and then erase.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 20.

Utah General Schedule 6-7

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16544
TITLE: Interdepartmental transfers
DATES: 1961-
ARRANGEMENT: Chronological.

DESCRIPTION: An accounting document that requests the transfer of funds between agencies for services rendered or materials purchased.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 26.

Utah General Schedule 6-5

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16545
TITLE: Tax payment receipt files
DATES: 1985-
ARRANGEMENT: Numerical.
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: This is a record of payments made by taxpayers for taxes due. Includes taxpayers name, date, receiving employee, amount, and type of tax being credited. This is a three part receipt book; the original is given to taxpayer, the second sheet is sent to Accounting, and the third sheet stays in the book.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

Paper copy: Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Utah General Schedule 6-13 indicates an audit period of three years.

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16546
TITLE: Travel requests
DATES: 1975-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Correspondence, mileage and commute forms, and related records pertaining to agency travel and transportation functions.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 44.

This retention is based on Utah General Schedule 9-3b, CFR 3015.20 and .22.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Address, social security number, telephone.


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16547
TITLE: Travel vouchers
DATES: 1970-
ARRANGEMENT: Chronological.

DESCRIPTION: Correspondence, forms, and related records pertaining to agency travel and transportation functions, not covered elsewhere in this schedule.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 44.

Utah General Schedule 9-3b.

PRIMARY DESIGNATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 2347
TITLE: Office supply requisitions
DATES: 1957-
ARRANGEMENT: Alphanumerical

DESCRIPTION: A requisition for office supplies.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 54.

PRIMARY DESIGNATION

Public