Utah Department of Administrative Services

Division of Archives & Records Service

Carbon County (Utah). County Auditor

AGENCY: Carbon County (Utah). County Auditor

SERIES: 6554
TITLE: Financial reports
DATES: 1986-
ARRANGEMENT: Alphabetical by report, thereunder numerical by account number.

DESCRIPTION: These are statistical reports on the financial affairs of the entire county or a specific department. These reports usually include a statement on the value of all county owned property, and an accounting of all income and expenditures in relationship to the final budget.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Archives permanently with authority to weed.

Computer output microfiche duplicate: Retain in Office permanently.

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfiche master: Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.

Microfiche duplicate: Retain in Office for 10 years and then destroy.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in Office permanently.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah County General Records Retention Schedule, Schedule 5, Item 3.

These reports document the financial affairs of the county or a specific department. They record a statement on the value of all county owned property, and account for all income and expenditures. They are useful in future planning and allocation of funds.

PRIMARY DESIGNATION

Public

AGENCY: Carbon County (Utah). County Auditor

SERIES: 10173
TITLE: Accounts receivable
VARIANT TITLE: Vendor detail report
DATES: 1890-
ARRANGEMENT: Numerical by vendor number

DESCRIPTION: These records consist of copies of accounts receivables prepared by counties to collect amounts owed by vendors, organizations, and citizens having accounts with county agencies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfiche master: Retain in Office for 10 years and then destroy.

Microfiche duplicate: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public

AGENCY: Carbon County (Utah). County Auditor

SERIES: 10170
TITLE: Payroll register
DATES: 1980-
ARRANGEMENT: Chronological, thereunder by employee number

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

Retain 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in State Records Center for 65 years and then destroy.

Microfiche master: Retain in State Records Center for 65 years and then destroy.

Microfiche master: Retain in State Records Center for 65 years and then destroy.

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 65 years and then destroy.

Microfilm duplicate: Retain in Office for 65 years and then destroy.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 7, Item 13.

PRIMARY DESIGNATION

Private

AGENCY: Carbon County (Utah). County Auditor

SERIES: 22051
TITLE: Audit reports
DATES: 1975-1978; 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports prepared by external auditors examining and verifying the county's financial activities for the year. Includes statements of receipts and disbursements and established funds of the county.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: 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 permanently.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah County General Records Retention Schedule, Schedule 13, Item 6.

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: Carbon County (Utah). County Auditor

SERIES: 22916
TITLE: Property tax exemption records
VARIANT TITLE: Circuit breakers
DATES: ca. 1970-
ARRANGEMENT: Alphabetical by exemption type, thereunder alphabetical by name of person receiving exemption
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records are used for granting exemption of property taxes for disability, aged, veteran status or extreme hardship. The actual numbers and types of abatements vary according to size of the auditor's office. These files contain application forms completed by taxpayers requesting exemption of property tax. Includes applicant's name, address, birth date, age, social security number; property serial number; name of county; a series of questions concerning financial situations; numbers of acres; computation of household income; the notarized signatures of applicant and applicant's spouse; all necessary supporting documentation; and action taken. Since abatement records are historically valuable, the retention of these records is dependent upon which records are created by the office.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

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.

Digital image: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 13, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. Applicant's name, amount of exemption, property tax serial number, number of acres

AGENCY: Carbon County (Utah). County Auditor

SERIES: 25649
TITLE: Income tax form records (W-2 and 1099)
DATES: 2004-
ARRANGEMENT: alphabetical by county employee's name

DESCRIPTION: These files contain records on individual employee's income taxes. Include returns on income taxes such as IRS Form W-2, reports of withheld federal taxes, such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 4 years and then destroy.

Microfilm duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 7, Item 16.

PRIMARY DESIGNATION

Private

AGENCY: Carbon County (Utah). County Auditor

SERIES: 26593
TITLE: Indigent poor financial records
DATES: 1930-1947
ARRANGEMENT: numerical by file number

DESCRIPTION: Each file contains a receipt, correspondence, recipient names, and county treasurers note.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

Documents the financial process of caring for indigent poor near the Great Depression.

PRIMARY DESIGNATION

Public