Washington County (Utah). County Auditor
26656--Journal entries26657--Check registers
26658--Audit reports
26672--Equalization files
26673--Accounts payable
26674--Fixed asset lists
26675--Tax levy worksheets
26676--Budget working files
26699--Time sheets
26700--Payroll register
26701--Retirement reports
28122--Bank statements
29455--Budget
AGENCY: Washington County (Utah). County Auditor
SERIES: 26656
TITLE: Journal entries
DATES: 1990-
ARRANGEMENT: Chronological by date and thereunder numerical by journal entry number.
DESCRIPTION: These records are a listing of accounting adjustments made to the general ledger. They list the general ledger accounts adjusted and provide an explanation of the adjustment. Backup is included in the form of an explanation of the entry, description, or documentation.
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: 02/17/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 26657
TITLE: Check registers
DATES: 1990-
ARRANGEMENT: Numerical by check number
DESCRIPTION: These are multi-columnar records with chronologically arranged entries of checks. They usually include check numbers and amounts of debits or deposits per account.
RETENTION
Retain for 7 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 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then destroy.
Computer data files: Retain in Office until administrative need ends and then delete.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 26658
TITLE: Audit reports
DATES: 1925-
ARRANGEMENT: Chronological by year.
DESCRIPTION: These are reports prepared by external auditors examining and verifying the county's financial activities for the year. They include financial statements and balance sheets for county funds.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
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 for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center permanently.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Agency Record Center permanently.
APPRAISAL
Administrative Fiscal Historical
Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 26672
TITLE: Equalization files
DATES: 1990-
ARRANGEMENT: Chronological by year, thereunder numerical by file number
DESCRIPTION: These files document the activities of the Board of Equalization. They contain appeal applications, related documentation, and results regarding assessment of real property values. The files include copies of agenda, valuation notices, appraisal reports, notices of adjustment, lists of appeals, and may include decisions.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Board of Equalization records, GRS-234
AUTHORIZED: 12/26/2007
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 26673
TITLE: Accounts payable
DATES: 1990-
ARRANGEMENT: Chronological by year,thereunder alphabetically by vendor
DESCRIPTION: These records are used to pay county bills. They include copies of checks, invoices, purchase orders, and receiving reports. They 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 proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 26674
TITLE: Fixed asset lists
DATES: 2002-
ARRANGEMENT: Chronological
DESCRIPTION: These worksheets are used to create annual reports and include a list of all county owned property (real estate), vehicles, equipment, and furniture. They include invoices and other information about the acquisition, depreciation, and disposition of county property.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Fixed asset records, GRS-73
AUTHORIZED: 05/04/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 9 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 26675
TITLE: Tax levy worksheets
DATES: 1967-
ARRANGEMENT: chronological
DESCRIPTION: These files contain various forms which report to the county auditor the official levies set by the county commission, city councils, school boards, and special district directors. They are used to calculate the official tax levy for each district within the county and include the names of government entities, year, purpose of the levy, legal authorization, mills levied, total levy, certification by taxing unit (date & authorized signature), and certification by county auditor. All necessary backup information is attached to the forms.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Official county levy records, GRS-228
AUTHORIZED: 01/02/2008
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 26676
TITLE: Budget working files
DATES: 1999-
ARRANGEMENT: Chronological
DESCRIPTION: These files contain working papers used in preparation of the final county budget. They justify budget requests presented to the county commission and include departmental requests, work-up sheets, cost estimates, rough data accumulated in preparation of annual budget estimates, correspondence, and documentation for approval of the final budget.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 12/26/2007
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after close of calendar year covered by budget and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 26699
TITLE: Time sheets
DATES: 1980-
ARRANGEMENT: Chronological by pay period thereunder alphabetical by department.
DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by county 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 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: Washington County (Utah). County Auditor
SERIES: 26700
TITLE: Payroll register
DATES: 1943-
ARRANGEMENT: Chronological by year and thereunder alphabetical by employee surname
DESCRIPTION: This register is an alphabetical listing by employee name of all payroll checks issued by the county. This register is used to reference specific payroll checks and is the only record of employee salaries and, therefore, serves as the employee earnings history file. It includes employee name, employee number, date, check number, types and amounts of individual deductions, number of hours worked, and amount of check.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Computer data files: Retain in Office until administrative need ends and then delete.
Paper: Retain in Office for 2 years and then microfilm and destroy provided microfilm has passed inspection.
Microfilm master: Retain in Archives for 65 years and then destroy.
Microfilm duplicate: Retain in Office for 65 years and then destroy.
APPRAISAL
Fiscal Legal
AGENCY: Washington County (Utah). County Auditor
SERIES: 26701
TITLE: Retirement reports
DATES: 1973-
ARRANGEMENT: Chronological by pay period thereunder alphabetical by employee surname.
DESCRIPTION: These reports are generated each pay period by the county and by Utah Retirement Systems. They list all employer and employee contributions for covered employee. Information includes social security number, member/employee name, earnings, and total contributions made to retirement, 401K, 457, and Roth IRA accounts.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 02/13/2008
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then transfer to Agency Record Center. Retain in Agency Record Center for 61 years or until three years after death or retirement of employee and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: Washington County (Utah). County Auditor
SERIES: 28122
TITLE: Bank statements
DATES: 2007-
ARRANGEMENT: Alphabetical by bank name thereunder chronological by date
DESCRIPTION: These are monthly statements showing the amount of money on deposit to the credit of the entity showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.
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: 01/20/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Auditor
SERIES: 29455
TITLE: Budget
DATES: 2012-
ARRANGEMENT: none
DESCRIPTION: These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 07/31/2017
FORMAT MANAGEMENT
APPRAISAL
Administrative Fiscal