Board of Education. Office of Education. Internal Accounting
1949--Purchase order records9894--General accounting records
9898--Purchase requisitions
9900--Payroll records
21750--Vendor payment vouchers
21751--Treasurer's transmittal records
83742--Payroll expenditures report
84008--Summary by vendor
AGENCY: Board of Education. Office of Education. Internal Accounting
SERIES: 1949
TITLE: Purchase order records
DATES: 1959-
ARRANGEMENT: Alphanumerical
DESCRIPTION: Orders used to document the purchase transaction and to notify the agency of purchase approval.
RETENTION
Retain for 1 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 copy: Retain in Office for 1 year and then destroy.
APPRAISAL
Administrative Fiscal
These records have temporary administrative and fiscal value and may be destroyed according to the approved retention schedule.
AGENCY: Board of Education. Office of Education. Internal Accounting
SERIES: 9894
TITLE: General accounting records
DATES: 1970-
ARRANGEMENT: Chronological
DESCRIPTION: Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
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
Administrative Fiscal
Records in this series have temporary administrative and fiscal value and may be destroyed according to the retention schedule.
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Internal Accounting
SERIES: 9898
TITLE: Purchase requisitions
DATES: 1946-
ARRANGEMENT: Chronological
DESCRIPTION: Requisitions for supplies and equipment for current inventory.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
Records in this series have temporary administrative and fiscal value and may be destroyed according to the retention schedule.
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Internal Accounting
SERIES: 9900
TITLE: Payroll records
DATES: 1960-
ARRANGEMENT: Chronological
DESCRIPTION: Display of earnings, deductions, taxes, net income, and warrant or direct deposit information. These documents are prepared and used for payroll disbursement.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper copy: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA_63G-2-301_(1)(b)_(2008)
AGENCY: Board of Education. Office of Education. Internal Accounting
SERIES: 21750
TITLE: Vendor payment vouchers
DATES: 1994-
ARRANGEMENT: Numerical by FINET number, thereunder chronological.
DESCRIPTION: Records processed through the state accounting system that document the expenditure of cash and the appropriate supporting information. Includes payment invoices, purchasing records, and travel reimbursements.
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: 07/23/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
Records in this series have temporary fiscal and administrative value and may be destroyed according to the retention schedule.
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Internal Accounting
SERIES: 21751
TITLE: Treasurer's transmittal records
DATES: 1994-
ARRANGEMENT: Numerical by FINET number, thereunder chronological
DESCRIPTION: Records processed through the state accounting system that document the expenditure of cash and the appropriate supporting information. Includes payment invoices, purchasing records, and travel reimbursements.
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: 07/23/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
Records in this series have temporary fiscal and administrative value and may be destroyed according to the retention schedule.
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Internal Accounting
SERIES: 83742
TITLE: Payroll expenditures report
DATES: 1980-
ARRANGEMENT: Chronological by date of report, thereunder numerical by cost code
DESCRIPTION: This report is generated by Internal Accounting for every pay period on computer output microfiche. The report includes the cost code for the employee, social security number, name, position control number, total earnings, deductions (health insurance, life insurance, and FICA), indirect costs, and state payments (dental insurance, long-term disability, workers' compensation insurance, retirement, and unemployment insurance). The cost code includes eight subcodes which, when strung together, constitute the entire cost code. These subcodes indicate the fund from which the employee is paid, department, division, program, project, recipient code, revenue source, and fund (not fiscal) year.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 03/1989
FORMAT MANAGEMENT
Computer output microfiche master: Retain in Tape Library for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
Computer output microfiche duplicate: Retain in Office for 5 years and then destroy.
APPRAISAL
Administrative Fiscal
Records in this series have temporary fiscal and administrative value and may be destroyed according to the retention schedule.
PRIMARY DESIGNATION
Public. UCA 63G-2-301(1)(b)
SECONDARY DESIGNATION
Private. Social security number and deductions [UCA 63G-2-302(1(e)]
AGENCY: Board of Education. Office of Education. Internal Accounting
SERIES: 84008
TITLE: Summary by vendor
DATES: 1980-
ARRANGEMENT: Alphabetical by vendor name
DESCRIPTION: This COM report takes the approved list of vendors that is provided by State Purchasing and breaks out only those vendors that are presently utilized by the Education Department.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 03/1989
FORMAT MANAGEMENT
Computer output microfiche master: Retain in Tape Library for 1 year and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
Computer output microfiche duplicate: Retain in Office for 1 year or until new fiche is provided and then destroy.
APPRAISAL
Administrative Fiscal
Records in this series have temporary fiscal and administrative value and may be destroyed according to the retention schedule.
PRIMARY DESIGNATION
Public