Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Internal Accounting

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

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 1.

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: 9897
TITLE: Receipts from concession stand vendors
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: Agency copy of receipts given to customers who pay cash to the agency for services rendered.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

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

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: 9898
TITLE: Purchase requisitions
DATES: 1946-
ARRANGEMENT: Chronological

DESCRIPTION: Requisitions for supplies and equipment for current inventory.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 10.

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 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 15.

Records in this series have temporary fiscal and administrative value and may be destroyed according to the retention schedule.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)

AGENCY: Board of Education. Office of Education. Internal Accounting

SERIES: 12853
TITLE: Deductions and other earnings register
DATES: ca._1990-
ARRANGEMENT: Chronological by date of report, thereunder numerical by low organization number, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This series is composed of computer output microfiche generated by the Division of Finance for all state agencies. These records document all deductions taken from employees' paychecks. Information includes the run and pay period ending dates; employee name, social security number, and low organization number; retroactive pay; travel reimbursements; deductions from the employee's pay, including insurance, charitable contributions, and other deductions; other payments of the state, including unemployment insurance, worker's compensation insurance, and other state insurance payments.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Records Center for 1 year and then destroy.

Computer output microfiche duplicate: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 3.

Records in this series have temporary fiscal and administrative value and may be destroyed according to the retention schedule.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e)

AGENCY: Board of Education. Office of Education. Internal Accounting

SERIES: 1296
TITLE: Telephone company case file
DATES: undated
ARRANGEMENT: numerical

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Public

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 9.

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: 21750
TITLE: Vendor payment vouchers
DATES: 1994-
ARRANGEMENT: Numerical by FINET number, thereunder chronological.
ANNUAL ACCUMULATION: 50.00 cubic feet.

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 7 years.

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 53.

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
ANNUAL ACCUMULATION: 6.00 cubic feet.

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 7 years.

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 53.

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: 21752
TITLE: Employee reimbursements
DATES: 1994-
ARRANGEMENT: Numerical by FINET number, thereunder chronological
ANNUAL ACCUMULATION: 10.00 cubic feet.

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 7 years.

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 53.

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: 83736
TITLE: Expenditure reports
VARIANT TITLE: BE SUMMARY BY DIV AND OBJECT
BE0001
DATES: 1980-
ARRANGEMENT: Chronological by date of report, thereunder numerical by division number, thereunder by object code

DESCRIPTION: This report is generated monthly by the Division of Finance for all state agencies. The report includes the date, object codes, and description of object. The following information is provided for each object code:__budget, collections, encumbrances, expenditures, unencumbered balance, and percentage of budget encumbered or expended.

RETENTION

DISPOSITION

Destroy.

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

AGENCY: Board of Education. Office of Education. Internal Accounting

SERIES: 83737
TITLE: Financial summary by revenue source
VARIANT TITLE: BE SUMMARY BY REVENUE
BE0002
DATES: 1980-
ARRANGEMENT: Chronological by date of report, thereunder numerical by division number, thereunder by revenue source number

DESCRIPTION: This record is produced monthly by the Division of Finance. The record shows the revenue sources for each division and line item expenditures of the revenue from each source. Included are the program, project and object codes; description of line item; budgeted amount for line item; collections for current month and year-to-date; amounts encumbered; current month and year-to-date expenditures; unencumbered balance; and unencumbered percentage.

RETENTION

DISPOSITION

Destroy.

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

AGENCY: Board of Education. Office of Education. Internal Accounting

SERIES: 83738
TITLE: Financial summary report
VARIANT TITLE: BE SUMMARY BY DIVISION
BE0003
DATES: 1980-
ARRANGEMENT: Chronological by date or report, thereunder numerical by division number, thereunder by program number and project number

DESCRIPTION: This record is produced monthly by the Division of Finance. The record shows the line item expenditures of each Utah State Office of Education unit. Included are the program, project, and object codes; description of line item; budgeted amount for line item; collections for current month and year-to-date; amounts encumbered; current month and year-to-date expenditures; unencumbered balance; and unencumbered percentage.

RETENTION

DISPOSITION

Destroy.

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

AGENCY: Board of Education. Office of Education. Internal Accounting

SERIES: 83739
TITLE: Financial report
VARIANT TITLE: BE FISCAL DETAIL BY DIVISION
BE0004
DATES: 1980-
ARRANGEMENT: Chronological by date of report, thereunder numerical by division number, object code, and cost code

DESCRIPTION: This report is prepared monthly by the Division of Finance. This report is a detailed accounting of all transactions impacting Utah State Office of Education accounts. The report shows the division, object, cost code, and document numbers; description of transaction; and amount and date of transaction.

RETENTION

DISPOSITION

Destroy.

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

AGENCY: Board of Education. Office of Education. Internal Accounting

SERIES: 83742
TITLE: Payroll expenditures report
VARIANT TITLE: BE BI-WEEKLY PAYROLL FICHE
BE0008
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

DISPOSITION

Destroy.

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
VARIANT TITLE: BE SUMMARY BY VENDOR
BE0010
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

DISPOSITION

Destroy.

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