Hawthorn Academy (Utah)
28634--Administrative payroll reports27708--Accounts payable
29158--Bank statements
29159--Personnel records
AGENCY: Hawthorn Academy (Utah)
SERIES: 28634
TITLE: Administrative payroll reports
DATES: 2009-
ARRANGEMENT: Chronological by date
DESCRIPTION: These records support the agency's administrative function to audit the use of all public funds (Utah Code 51-2a-201 (2014)). These records document agency payroll operations and are used for data entry. Information includes statistics, reports, and data used for workload and personnel management purposes. These records verify compensation data for each employee, including salary, hourly rate and type of pay. Deductions are confirmed in processing payroll before employees are 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 Payroll processing records, GRS-1903
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302
SECONDARY DESIGNATION
Public
AGENCY: Hawthorn Academy (Utah)
SERIES: 27708
TITLE: Accounts payable
DATES: 2009-
ARRANGEMENT:
DESCRIPTION: These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. Correspondence with vendors and computer printouts may also be included. These records are used to pay school district bills. They include copies of checks, invoices, purchase orders, and receiving reports. 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: 08/22/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Fiscal
This retention is based on (UCA 70A-2-725 (1998)), which specifies a four-year statute of limitations in contracts for sale.
PRIMARY DESIGNATION
Public
AGENCY: Hawthorn Academy (Utah)
SERIES: 29158
TITLE: Bank statements
DATES: 2007-
ARRANGEMENT: Chronological.
DESCRIPTION: These records support the agency's administrative function to audit the use of all public funds (Utah Code 51-2a-201 (1)(2017)). These records are monthly financial statements showing the money received into and paid out of agency bank accounts. Information includes the bank name, total deposits and withdrawals, credit and cash balances, and related records.
RETENTION
DISPOSITION
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: 05/18/2017
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.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Utah Code 63G-2-301(3)(e)(2014)
AGENCY: Hawthorn Academy (Utah)
SERIES: 29159
TITLE: Personnel records
DATES: 2007-
ARRANGEMENT: Alphabetical.
DESCRIPTION: These are the personnel files for all school employees. They are used to document employment, continuing education, and career development. The files include the employment applications, authorization for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check. Employment history documents a person's application, hiring, and employment with a governmental entity, including all records necessary to calculate benefits. Final actions taken as a result of disciplinary action are included in this schedule.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 05/18/2017
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then transfer to State Records Center. Retain in State Records Center for 65 years and then destroy.
APPRAISAL
Administrative
These records contain the complete work history of an individual (excluding medical/psychological information) while employed and have legal value as they verify employment and/or eligibility for benefits for the employee or for any heirs as a result of such employment.
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(1)(g)(2017)