Clearfield (Utah). Finance Division
10351--Grant files23277--Accounts payable check register report
23278--General ledger trial balance reports
23316--Utility billing adjustment records
23319--Residential and commercial utility work orders
23320--Purchase orders
23321--Accounts payable records
23323--Utility service reminder notices
23336--Meter books
23372--Billing register and billing registry summary
23373--Utility billing accounts receivable by service
23180--Utility bill remittance stubs
23403--Daily cash out report
25173--Payroll Files
25174--Finance technical reference files
25175--Account receivable returned checks
24912--Warrant requests - cancelled
24913--Unsuccessful bids and proposals files
24536--Customer utility deposit cards
23667--Sales tax returns
23668--Ambulance Services accounts receivable
24271--Revenues budgetary worksheet
24272--Deposit refund report
23855--Meter verification reports
23861--Utility billing aging report
23862--Transaction summary report
23863--Professional service agreement records
24137--Regular budget reports
24233--Receipt books
23724--Penalty Register
24296--Utility consumer adjustment report
24297--Receipt register
24164--Subsidiary ledger and journal files
23471--Daily cash reports
23472--Billing status report
23473--Deposit complete checkout report
23474--Accounts receivable
23478--Bank statements
23479--Petty cash reports
23546--Utility billing reference files
23548--Utility billing accounts number lists
23549--Finance policies and procedures manuals
23550--Utility termination billings copies files
23485--Customer application records
23486--Senior citizen customer application records
23487--Customer deposit cards
23488--Fixed asset lists
23489--Employee telephone bills accounts receivable invoices
23490--Vendor list
23552--Cash check out reference files
23558--Accounts pending collection files
26111--Utility rate table summary
26706--Direct pay authorization agreements
25510--Taxable wage earning reports
25976--RDA leasing contract files
25977--Leasing contract files
25978--Contract purchasing records
25417--RDA accounts receivable
25418--Unsuccessful grant application files
28385--Zion's trust statements
28389--Bond Redemption Registers
28390--Franchise Tax Revenue Records
28705--Audit reports
28527--Federal tax deposits form 941
28316--Credit Card Settlement Reports
28317--Sales Tax Distribution Reports
27522--Check audit reports
27525--Audit working reports
27526--State treasurer's accounting statements
AGENCY: Clearfield (Utah). Finance Division
SERIES: 10351
TITLE: Grant files
DATES: 1991-
ARRANGEMENT: Chronological
DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, and annual and final performance reports.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 04/01/1992
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.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23277
TITLE: Accounts payable check register report
DATES: 1922-
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 authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23278
TITLE: General ledger trial balance reports
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.
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: 10/30/2000
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23316
TITLE: Utility billing adjustment records
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These records document adjustments made in utility billings for debit, credits, refunds, returned checks and abatements. They include customer's name and address, type of adjustments and justification, total amount changed, and authorizing signatures.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23319
TITLE: Residential and commercial utility work orders
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are authorization forms for repair or maintenance work on department vehicles, equipment, or municipally-owned facilities or structures.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23320
TITLE: Purchase orders
DATES: 1922-
ARRANGEMENT: Chronological by month, thereunder numerical by purchase order number
DESCRIPTION: These are records authorizing the purchase of supplies or equipment by the municipality. They contain the name of the requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.
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 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23321
TITLE: Accounts payable records
DATES: 1922-
ARRANGEMENT: Alphabetical by name, thereunder chronological
DESCRIPTION: These records are used to pay municipal 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 authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23323
TITLE: Utility service reminder notices
DATES: 1922-
ARRANGEMENT: Chronological by month; thereunder numerical by account number
DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of official files. Information includes utility account number, amount past due, date sent, date service will be discontinued and address.
RETENTION
Retain until administrative need ends
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 until no longer needed and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23336
TITLE: Meter books
DATES: 1922-
ARRANGEMENT: Chronological by month, thereunder numerical by account number
DESCRIPTION: These books record the readings of customer's water, sewer or electric meters by municipal employees. They are used for billing purposes. The books include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Meter reading records, GRS-1130
AUTHORIZED: 12/05/2000
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23372
TITLE: Billing register and billing registry summary
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (2)(b)(d)(2008)
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23373
TITLE: Utility billing accounts receivable by service
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (2)(b)(d)(2008)
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23180
TITLE: Utility bill remittance stubs
DATES: 1922-
ARRANGEMENT: Chronological by year
DESCRIPTION: These stubs are received with payments for services. They are used as the official record of customers, payments being received and posted. They include account number, name, service address, payment received, receipt date and number.
RETENTION
Retain for 3 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 until administrative need ends and then destroy.
Computer data files: Retain in Office for 3 years and then delete.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (2)(b)(2008).
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23403
TITLE: Daily cash out report
DATES: 1975-
ARRANGEMENT: Chronological
DESCRIPTION: These reports are used to balance the day's cash drawer, cash out and bank deposit. They are used exclusively for reference and informational purposes. Included are the computer check total, computer cash total, account totals, amount over/short, denomination of cash and various account deposit amounts.
RETENTION
Retain until administrative need ends
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 until administrative need ends and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25173
TITLE: Payroll Files
DATES: 1922-
ARRANGEMENT: Chronological by pay period thereunder alphabetical by name
DESCRIPTION: These files contain memoranda, copies of payrolls, checklists, and related certification sheets. They also include security copies of documents prepared or used for disbursement, along with supporting documentation. Please refer to Schedule 8, Item #4 "Employee Earnings History Files," if an earning history file/card is not maintained.
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
Private
SECONDARY DESIGNATION
Public. UCA 63G-2-301(1)(b) 1997
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25174
TITLE: Finance technical reference files
DATES: 1922-
ARRANGEMENT: Alphabetical by subject
DESCRIPTION: These files contain copies of documents retained strictly for reference. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs and vendor price lists.
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: Retain in Office until no longer needed for reference or until 1 year, whichever is shorter and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25175
TITLE: Account receivable returned checks
DATES: 1922-
ARRANGEMENT: Chronological by date
DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.
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: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24912
TITLE: Warrant requests - cancelled
DATES: 1922-
ARRANGEMENT: Chronological by month
DESCRIPTION: This is the manual documentation method of inputting data about canceled warrants which then becomes part of the general ledger.
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: 07/19/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(1)(f)(2008)
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24913
TITLE: Unsuccessful bids and proposals files
DATES: 1922-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor.
RETENTION
Retain for 6 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Request for proposal records, GRS-1991
AUTHORIZED: 11/17/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24536
TITLE: Customer utility deposit cards
DATES: 1922-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: These cards provide a record of customers required to pay a deposit to receive service. They include date, amount of deposit, name and address, account number, date signed, date account closed, and amount of deposit confiscated and reason.
RETENTION
Retain for 3 year(s) after final action
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 after account is closed and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (2)(b)(d)(2008)
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23667
TITLE: Sales tax returns
DATES: 1960-
ARRANGEMENT: Chronological
DESCRIPTION: These forms are required by the State Tax Commission to report quarterly sales tax and to remit the amounts collected and due to the state (e.g., municipal recreational facilities).
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Tax redemption records, GRS-732
AUTHORIZED: 05/04/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23668
TITLE: Ambulance Services accounts receivable
DATES: 2000-
ARRANGEMENT: Chronological
DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.
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: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
Computer data files: Retain in Office for 4 years and then delete.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24271
TITLE: Revenues budgetary worksheet
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.
RETENTION
Retain for 3 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: 05/04/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24272
TITLE: Deposit refund report
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.
RETENTION
Retain for 3 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: 05/04/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23855
TITLE: Meter verification reports
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These monthly reports are used by the utility billing clerk to check for possible billing errors before the actual billing process is begun. Examples of billing errors checked for are indications of extremely high or low water usage. Information includes date of report, customer account number, current reading, most recent previous reading and amount billed.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 04/2002
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23861
TITLE: Utility billing aging report
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(2)(b)(d)(2008).
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23862
TITLE: Transaction summary report
DATES: 1995-
ARRANGEMENT: Chronological
DESCRIPTION: These records summarize monthly billing transactions and are retained strictly for reference and informational purposes which are not part of the official files. Information includes billings, adjustments, payments, deposits applied, balance due and date of report. The information is organized by utility book number. The reports are no longer referred to after the following month's billing is completed.
RETENTION
Retain until administrative need ends
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 until administrative need ends and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23863
TITLE: Professional service agreement records
DATES: 1996-
ARRANGEMENT: Chronological
DESCRIPTION: These records document the professional service agreements for temporary services between any municipal agency and professional individuals, or between agencies. They include the service agreement and other related records.
RETENTION
Retain for 7 year(s) after expiration of contractual agreement
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years after last payment and contract/service agreement ended and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public. UCA 78-12-25 (1)(2008).
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24137
TITLE: Regular budget reports
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These regular reports are prepared monthly and quarterly. They document the status of city accounts and apportionment comparing budgets and actual expenditures. They are used for audit purposes.
RETENTION
Retain for 3 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: 03/08/2002
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24233
TITLE: Receipt books
DATES: 1922-
ARRANGEMENT: Chronological by year then numerical
DESCRIPTION: These are receipts issued for money received into entity accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid
RETENTION
Retain for 3 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: 04/24/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23724
TITLE: Penalty Register
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.
RETENTION
Retain for 3 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: 05/04/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24296
TITLE: Utility consumer adjustment report
DATES: 1922-
ARRANGEMENT: Chronological by year, there under by month
DESCRIPTION: These records document adjustments made in utility billings for debit, credits, refunds, returned checks and abatements. They include customer's name and address, type of adjustments and justification, total amount changed, and authorizing signatures.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24297
TITLE: Receipt register
DATES: 1999-
ARRANGEMENT: Chronological by year, thereunder by month
DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.
RETENTION
Retain for 3 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: 05/04/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 24164
TITLE: Subsidiary ledger and journal files
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.
RETENTION
Retain for 3 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: 05/04/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23471
TITLE: Daily cash reports
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These reports provide a daily record of cash balances, receipts, and disbursements.
RETENTION
Retain for 3 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: 04/24/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23472
TITLE: Billing status report
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.
RETENTION
Retain until administrative need ends
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 until adminstrative need ends and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23473
TITLE: Deposit complete checkout report
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.
RETENTION
Retain until administrative need ends
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 until administrative need ends and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23474
TITLE: Accounts receivable
DATES: 1922-
ARRANGEMENT: Alphabetical by account name
DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.
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: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years after bill has been paid and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 71A-2-725 (2008).
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23478
TITLE: Bank statements
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are monthly statements (including cancelled checks) showing the amount of money on deposit to the credit of the municipality 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: Clearfield (Utah). Finance Division
SERIES: 23479
TITLE: Petty cash reports
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These reports provide a daily record of cash balances, receipts, and disbursements.
RETENTION
Retain for 3 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: 04/24/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23546
TITLE: Utility billing reference files
DATES: 1995-
ARRANGEMENT: Alphabetical by subject
DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.
RETENTION
Retain until administrative need ends
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 until no longer needed for reference and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23548
TITLE: Utility billing accounts number lists
DATES: 1922-
ARRANGEMENT: Numerical by account number
DESCRIPTION: These are indexes or lists of account numbers assigned to specific lot numbers and addresses. They are used to establish new accounts and are a reference file in case of lost information.
RETENTION
Retain until final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Information governance records, GRS-1713
AUTHORIZED: 03/09/2015
FORMAT MANAGEMENT
Paper: Retain in Office until records to which they pertain are destroyed and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23549
TITLE: Finance policies and procedures manuals
DATES: 1995-
ARRANGEMENT: Alphabetical by subject
DESCRIPTION: These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. It includes narrative or statistical reports and related correspondence on program activities, mission statement, studies regarding department or office operations, circular letters or directives, and records related to significant events in which the department participated.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Program and policy development records, GRS-1717
AUTHORIZED: 03/11/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. UCA 63G-2-305 (11), (12) (2008).
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23550
TITLE: Utility termination billings copies files
DATES: 1922-
ARRANGEMENT: Chronological by year, thereunder numerical by account number
DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.
RETENTION
Retain until administrative need ends
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 until administrative need ends and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23485
TITLE: Customer application records
DATES: 1922-
ARRANGEMENT: Numerical by customer number
DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. The applications include customer's name, address, and telephone number; meter information, date and approval signature(s).
RETENTION
Retain for 3 year(s) after final action
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 after account is closed and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (2)(b)(d)(2008).
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23486
TITLE: Senior citizen customer application records
DATES: 1987-
ARRANGEMENT: Numerical by customer number
DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. The applications include customer's name, address, and telephone number; meter information, date and approval signature(s).
RETENTION
Retain for 3 year(s) after final action
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 after account is closed and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (2)(b)(d)(2008).
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23487
TITLE: Customer deposit cards
DATES: 1965-
ARRANGEMENT: Numerical by account number
DESCRIPTION: These cards provide a record of customers required to pay a deposit to receive service. They include date, amount of deposit, name and address, account number, date signed, date account closed, and amount of deposit confiscated and reason.
RETENTION
Retain for 3 year(s) after final action
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 after account is closed and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (2)(b)(d)(2008).
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23488
TITLE: Fixed asset lists
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.
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 10 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23489
TITLE: Employee telephone bills accounts receivable invoices
DATES: 1922-
ARRANGEMENT: Chronological by year, thereunder numerical by telephone number
DESCRIPTION: These are invoices billing non-municipal agencies or institutions for supplies, services, or repairs provided by an agency.
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: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23490
TITLE: Vendor list
DATES: 1922-
ARRANGEMENT: Alphabetical by vendor name
DESCRIPTION: This is a list of vendors providing goods and services to the municipality. It usually includes names of vendors, addresses, telephone numbers, and descriptions of goods or services provided.
RETENTION
Retain until superseded
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 until updated or superseded and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23552
TITLE: Cash check out reference files
DATES: 1993-
ARRANGEMENT: Chronological
DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.
RETENTION
Retain until administrative need ends
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 until administrative need ends and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 23558
TITLE: Accounts pending collection files
DATES: 1922-
ARRANGEMENT: Chronological, thereunder numerical by account number
DESCRIPTION: These are records of closed unpaid utility accounts that are at various stages of the collection process. Included are customer checks returned for insufficient funds or because the bank account had been closed, bankruptcy notices which are still pending and payments on the account that are still being disbursed. Information includes name of customer, account number, account status, account start date, date account became past due, date collection process began and authorizing signature.
RETENTION
Retain for 1 year(s) after resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 04/2002
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after resolution of account and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private
AGENCY: Clearfield (Utah). Finance Division
SERIES: 26111
TITLE: Utility rate table summary
DATES: 1922-
ARRANGEMENT: Chronological by date.
DESCRIPTION: This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 26706
TITLE: Direct pay authorization agreements
DATES: 2003-
ARRANGEMENT: Numerical
DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. The applications include customer's name, address, and telephone number; meter information, date and approval signature(s).
RETENTION
Retain for 3 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 after agreement is terminated and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private. UCA 63G-2-302(b)
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25510
TITLE: Taxable wage earning reports
DATES: 1922-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name
DESCRIPTION: These files contain records on individual employee income taxes. Includes returns filed for income taxes such as IRS Form W-2, reports on withheld federal taxes such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25976
TITLE: RDA leasing contract files
DATES: 1922-
ARRANGEMENT: Alphabetical by name, thereunder chronological by date
DESCRIPTION: These records document building or equipment leasing contracts between the municipality and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25977
TITLE: Leasing contract files
DATES: 1922-
ARRANGEMENT: Alphabetical by name, thereunder chronological by date
DESCRIPTION: These records document building or equipment leasing contracts between the municipality and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25978
TITLE: Contract purchasing records
DATES: 1922-
ARRANGEMENT: Chronological by date, thereunder alphabetical by name
DESCRIPTION: These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25417
TITLE: RDA accounts receivable
DATES: 1922-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.
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: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years after bill has been paid and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 25418
TITLE: Unsuccessful grant application files
DATES: 1922-
ARRANGEMENT: Chronological by date
DESCRIPTION: These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 28385
TITLE: Zion's trust statements
DATES: 1980-
ARRANGEMENT: Chronological by month and year
DESCRIPTION: These records are monthly statements showing receipts and disbursements for monies invested with Zion's Bank. The records include reports of cash reconciliation, investment summaries, holdings and account 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: 01/20/2017
FORMAT MANAGEMENT
All Formats: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 28389
TITLE: Bond Redemption Registers
DATES: 1922-
ARRANGEMENT: chronological
DESCRIPTION: These are registers used to record the redemption of coupons for municipal bonds.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipal bond redemption registers, GRS-784
AUTHORIZED: 10/28/2013
FORMAT MANAGEMENT
All Formats: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 28390
TITLE: Franchise Tax Revenue Records
DATES: 1950-
ARRANGEMENT: chronological
DESCRIPTION: These are statements received monthly reporting the amount of money collected and distributed to Clearfield City for franchise & energy taxes.
Information includes name of company collecting the tax, date, and amount collected and paid.
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: 01/25/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 28705
TITLE: Audit reports
DATES: 1922-
ARRANGEMENT: Chronological by fiscal year.
DESCRIPTION: These records support the agency's fiscal function to perform an annual audit in conformity with the "Local Government Uniform Accounting Manual" (Utah Code 51-2a-202(2015)). Records document the auditor's findings, written opinions, and recommendations for improvement. Information includes related financial data and supporting documentation.
RETENTION
Permanent. Retain for 10 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 11/15/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.
Computer data files: Retain in Office for 10 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Fiscal Historical
These records are of historical interest as they show the financial situation of the agency from year to year.
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 28527
TITLE: Federal tax deposits form 941
DATES: 1997-
ARRANGEMENT: Chronological by pay period
DESCRIPTION: These files contain records on individual employee income taxes. Includes returns filed for income taxes such as IRS Form W-2, reports on withheld federal taxes such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 28316
TITLE: Credit Card Settlement Reports
DATES: 2000-
ARRANGEMENT: Chronological
DESCRIPTION: These are reports that are generated to reconcile credit card transactions with the statements received from Merchant billing. The report includes type of credit card used, customer name, amount of the transaction and the date the transaction was made. Journal entries are included as support to the general ledger.
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: 01/25/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 28317
TITLE: Sales Tax Distribution Reports
DATES: 1922-
ARRANGEMENT: Chronological
DESCRIPTION: These are reports received from the Utah State Tax Commission that summarize monthly distribution of sales tax revenue to Clearfield City. The report includes a date, amount of sales tax received and a journal entry to support the general ledger.
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: 01/25/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 27522
TITLE: Check audit reports
DATES: 2008-
ARRANGEMENT: Chronological by audit date.
DESCRIPTION: The function of this series is to audit accounts payable checks made payable to employees for reimbursement or travel expenses. Audits are made monthly by committee. These files include copies of account payable checks, travel reconciliations, and audit findings.
RETENTION
Retain for 3 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 destroy.
APPRAISAL
Fiscal
Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 27525
TITLE: Audit working reports
DATES: 2000-
ARRANGEMENT: By fiscal year
DESCRIPTION: The purpose of these records is to provide sufficient back-up data documentation for the annual audit. The data is used in the preparation of the statistical section of the annual audit. The series contains confirmation letters sent, statistical information collected, and any other information as requested by the auditors.
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: Retain in Office for 1 year after completion of annual audit and then destroy.
APPRAISAL
Fiscal
fiscal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Finance Division
SERIES: 27526
TITLE: State treasurer's accounting statements
DATES: 2000-
ARRANGEMENT: Chronological by year.
DESCRIPTION: These are quarterly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (2010)). These statements are required by law (UCA 51-7-9 (1984)). They include a deposit form, an account statement and an investment credit notice.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State treasurer's pooled investment reports, GRS-827
AUTHORIZED: 09/28/2010
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
Fiscal
Fiscal
PRIMARY DESIGNATION
Public