West Valley City (Utah). Finance Department
6812--Payroll-time sheets6813--Accounts payable files
10020--Payroll files
10251--License registers
13280--Journal entries
17176--Official correspondence
82803--Business license file
85270--Cash receipts
85271--Witness and jury pay vouchers
84386--Deductions and other earnings register
84387--General ledgers
85250--Bids and quotes
AGENCY: West Valley City (Utah). Finance Department
SERIES: 6812
TITLE: Payroll-time sheets
DATES: 1980-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.
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: 07/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years or until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in Archives for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: West Valley City (Utah). Finance Department
SERIES: 6813
TITLE: Accounts payable files
DATES: 1980-
ARRANGEMENT: Alphabetical by vendor's name
DESCRIPTION: These records are used to pay municipal bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
Microfilm master: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: West Valley City (Utah). Finance Department
SERIES: 10020
TITLE: Payroll files
DATES: 1985-
ARRANGEMENT: Chronological
DESCRIPTION: These copies contain memoranda, copies of payrolls, checklists, and related certification sheets.
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: 07/13/2015
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
PRIMARY DESIGNATION
Public
AGENCY: West Valley City (Utah). Finance Department
SERIES: 10251
TITLE: License registers
DATES: 1980-
ARRANGEMENT: chronological
DESCRIPTION: These registers record the issuance of licenses for persons or companies conducting business within municipal boundaries. They contain name, address, date, and type of license. Prior to 1960, many municipalities only maintained a register and no business license files. Most current registers are computer printouts.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: West Valley City (Utah). Finance Department
SERIES: 13280
TITLE: Journal entries
DATES: 1980-
ARRANGEMENT: none
DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
Microfilm master: Retain in Archives for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: West Valley City (Utah). Finance Department
SERIES: 17176
TITLE: Official correspondence
DATES: 1986-
ARRANGEMENT: Alphanumerical by department/division/date
DESCRIPTION: these files contain the program correspondence for the Finance Department. They document the actions of this office.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently.
APPRAISAL
AGENCY: West Valley City (Utah). Finance Department
SERIES: 82803
TITLE: Business license file
DATES: 1980-
ARRANGEMENT: Alphabetical by name of business
DESCRIPTION: These files are used for licensing businesses in West Valley City as required by city ordinance. These files contain an application for a business license, inspection reports, and related correspondence. The application includes: the name of the business; address, phone number, and address; name of applicant, name, address, phone number, and social security number; emergency phone number; type of organization; description of business; license number; fees paid; signature of applicant; whether license granted; signatures of licensing official and the city treasurer, licensing official and the city treasurer.
RETENTION
Permanent. Retain for 3 year(s) after expiration of permit or license
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 06/1988
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after expiration of license and then microfilm and destroy provided microfilm has passed inspection.
Microfilm master: Retain in Office permanently.
Paper: Retain in Office for 3 years after expiration of license and then microfilm and destroy provided microfilm has passed inspection.
APPRAISAL
Administrative
This retention is based upon the Municipal Financial General Records Retention Schedule (1985) and the administrative needs expressed by the division.
AGENCY: West Valley City (Utah). Finance Department
SERIES: 85270
TITLE: Cash receipts
DATES: 1980-
ARRANGEMENT: Numerical by receipt number
DESCRIPTION: These are receipts issued for money received into municipal accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 04/24/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: West Valley City (Utah). Finance Department
SERIES: 85271
TITLE: Witness and jury pay vouchers
DATES: 1980-
ARRANGEMENT: Numerical by voucher number
DESCRIPTION: These are records used to pay municipal bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts (UCA 70A-2-725).
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: West Valley City (Utah). Finance Department
SERIES: 84386
TITLE: Deductions and other earnings register
DATES: 1980-
ARRANGEMENT: none
DESCRIPTION: These are reports by department code used to reference the amount of retirement deducted and other miscellaneous deductions.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/14/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: West Valley City (Utah). Finance Department
SERIES: 84387
TITLE: General ledgers
DATES: 1980-
ARRANGEMENT: none
DESCRIPTION: Computer generated general ledger reports for West Valley City. Some of the reports include: appropriations report, expenditures and encumbrances ledger, check warrant register, vendor lists, outstanding encumbrances report, and revenue report.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 06/02/2011
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.
Microfilm master: Retain in Archives for 4 years and then destroy.
Microfilm duplicate: Retain in Archives for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
This retention is based on the Municipal Financial General Records Retention Schedule (3/89).
AGENCY: West Valley City (Utah). Finance Department
SERIES: 85250
TITLE: Bids and quotes
DATES: 1980-
ARRANGEMENT: chronological, thereunder numerical by bid number
DESCRIPTION: These files contain the formal proposals submitted in response to the bidding process to provide products or services to a municipal agency by a private vendor which was awarded the municipal contract.
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 6 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Protected