Utah State Tax Commission. Accounting Section
2347--Office supply requisitions16535--Administrative correspondence
16536--Bank statements
16537--Fixed asset reports
16538--General ledgers
16539--Purchase requisitions
16540--Treasurer deposits
16542--Warrant requests
16543--Expenditure adjustments
16544--Interdepartmental transfers
16545--Tax payment receipt files
16546--Travel requests
16547--Travel vouchers
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Purchase orders and requisition records, GRS-1544
AUTHORIZED: 06/26/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
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
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
APPRAISAL
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: These are the monthly bank statements received from the various banking institutions where the state has money invested. They are statements from the general fund account, investment clearing account, bond account, and warrant disbursement accounts.
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: 05/17/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.
APPRAISAL
Fiscal
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
Retain for 2 year(s) after disposition of asset
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after disposal of property and then destroy.
Computer data files: Retain in Office until administrative need ends and then erase.
APPRAISAL
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
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 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.
APPRAISAL
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Purchase orders and requisition records, GRS-1544
AUTHORIZED: 11/21/2019
FORMAT MANAGEMENT
Paper copy: Retain in Office for 4 years and then destroy.
APPRAISAL
Fiscal
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
Retain for 2 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 transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Fiscal
Utah General Schedule 6-8
PRIMARY DESIGNATION
Public
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
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720
AUTHORIZED: 12/12/2019
FORMAT MANAGEMENT
Paper copy: Retain in Office for 1 year and then destroy.
Computer data files: Retain in Office for 1 year and then erase.
APPRAISAL
Fiscal
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
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: 05/29/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.
Computer data files: Retain in Office for 7 years and then delete.
APPRAISAL
Fiscal
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
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Utah State Tax Commission. Accounting Section
SERIES: 16545
TITLE: Tax payment receipt files
DATES: 1985-
ARRANGEMENT: Numerical.
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
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 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.
DESCRIPTION: Correspondence, mileage and commute forms, and related records pertaining to agency travel and transportation functions.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 02/25/2004
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 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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Reimbursement files, GRS-1833
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Fiscal
Utah General Schedule 9-3b.
PRIMARY DESIGNATION
Public