Timpanogos Special Service District (Utah)
22128--Personnel files22131--Pretreatment user file
27417--Accounts payable
27418--Accounte receivable
27436--Time and attendance reports
29912--Cash receipting
29913--Accounts Receivable
AGENCY: Timpanogos Special Service District (Utah)
SERIES: 22128
TITLE: Personnel files
DATES: 1979-
ARRANGEMENT: Alphabetical by crew name, thereunder numerical by position number
DESCRIPTION: These files are the official employment files for all municipal employees. Included are employment files, applications, time records, training certificates, salary, position, divers license information, 401k enrollment, life insurance information, physical information, work-comp forms, medical information. Also these files usually include the correspondence, credential files, letters of commendation, leave history, work performance, and evaluation forms.
RETENTION
Retain for 65 year(s) or until separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.
APPRAISAL
Administrative
The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA 63G-2-301(1)(b) (2008)
AGENCY: Timpanogos Special Service District (Utah)
SERIES: 22131
TITLE: Pretreatment user file
DATES: 1984-
ARRANGEMENT: Alphabetical by user name
DESCRIPTION: These files are collected and maintained to administer the Pretreatment Program as specified by federal regulation (40 CFR 403) to pretreat waste and sewage water before it leaves the business or industrial location. These files include industrial user sample data, user address, permit application and permit, sample manhole information, grease trap data, notice of violations, industrial process information, and user correspondence.
RETENTION
Permanent. Retain for 6 year(s) after final action
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 12/1999
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after industrial user is out of business and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. These files could contain trade secrets of a processing and financial nature about the business.
Private. These files could contain information about individuals that would be considered private.
AGENCY: Timpanogos Special Service District (Utah)
SERIES: 27417
TITLE: Accounts payable
DATES: 1979-
ARRANGEMENT: Alphabetical by vendor name
DESCRIPTION: These records are used to pay the district's bills and validate budget expenditures. They validate bills that have been paid. The records include copies of checks, invoices, purchase orders, requisitions and receiving reports. Correspondence with vendors and computer generated reports may also be included.
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 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private
AGENCY: Timpanogos Special Service District (Utah)
SERIES: 27418
TITLE: Accounte receivable
DATES: 1980-
ARRANGEMENT: Alphabetical by custonmer surname
DESCRIPTION: These records tract the revenue of the district and are used to verify debts owed to the district. The records validate budget revenues and receivable balances. They contain billings prepared by the district and supporting information.
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 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private
AGENCY: Timpanogos Special Service District (Utah)
SERIES: 27436
TITLE: Time and attendance reports
DATES: 1979-
ARRANGEMENT: Chronological by pay period ending date
DESCRIPTION: State employee time sheets, including flextime attendance reports, supplemental time and attendance records (such as sign-in/sign-out sheets), and work reports that are used for time accounting under flextime systems.
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 and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private
AGENCY: Timpanogos Special Service District (Utah)
SERIES: 29912
TITLE: Cash receipting
DATES: 1979-
ARRANGEMENT: Chronological.
DESCRIPTION: These records document outgoing cash-only transactions completed by the agency and are kept separate from accounts receivable transactions.
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: 01/16/2020
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.
Computer data files: Retain in Office for 4 years and then delete.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Utah code 63G-2-302(2d)(2019)
AGENCY: Timpanogos Special Service District (Utah)
SERIES: 29913
TITLE: Accounts Receivable
DATES: 1979 -
ARRANGEMENT: Chronological by date.
DESCRIPTION: These records document the monies billed and collected by the District. They also document the transactions with vendors and can include names, addresses, phone numbers, and email addresses.
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: 01/21/2020
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.
Computer data files: Retain in Office for 4 years and then delete.
APPRAISAL
Fiscal
Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private