Utah Department of Administrative Services

Division of Archives & Records Service

St. George (Utah). Department of Finance

18044--Billing adjustment records
17950--Budget background records
17951--Budget estimates and justification files
17952--Budget working files
17953--Accounts receivable invoices
17960--Warrant/checks redeemed
17962--Unclaimed checks/warrants
17966--Administrative payroll records
17967--Budget authorization reference files
17968--Deductions and other earnings registers
17970--Garnishment records
17971--Income tax exemptions and withholding files
17972--Insurance deduction files
17973--Leave application files
17974--Leave data files
17975--Payroll files
17976--Payroll register
17977--Retirement files
17982--Leave adjustment reports
17983--Retirement benefits assistance files
17985--Taxable wage earning reports
18002--Quarterly wage list reports
6047--Tax assessment rolls

AGENCY: St. George (Utah). Department of Finance

SERIES: 18044
TITLE: Billing adjustment records
DATES: 1980-
ARRANGEMENT: Numerical by account number, thereunder 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 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17950
TITLE: Budget background records
DATES: 1970-
ARRANGEMENT: Chronological by year

DESCRIPTION: These records are used to assist in the preparation of department budget requests presented to the city council.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17951
TITLE: Budget estimates and justification files
DATES: 1970-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17952
TITLE: Budget working files
DATES: 1970-
ARRANGEMENT: Chronological by year

DESCRIPTION: These files contain working papers used to assist in the preparation of municipal budgets and to justify budget requests presented to the city council. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after close of the calendar year covered by the budget and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 9.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17953
TITLE: Accounts receivable invoices
DATES: 1982-
ARRANGEMENT: Chronological by years, thereunder alphabetical by name

DESCRIPTION: These are invoices billing non-municipal agencies or institutions for supplies, services, or repairs provided by an agency.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17960
TITLE: Warrant/checks redeemed
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year

DESCRIPTION: The actual warrant or check cut from a warrant request. (UCA 10-6-140 (1979)).

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 29.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17962
TITLE: Unclaimed checks/warrants
DATES: 1980-
ARRANGEMENT: Chronological by date of check

DESCRIPTION: These are unclaimed checks covering disbursements for municipal expenses. Includes check number, date, amount, purpose, and name of payee.

RETENTION

Retain 1 year.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then trans. to state treasurer, unclaimed property div..

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 36.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17966
TITLE: Administrative payroll records
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year

DESCRIPTION: These are reports and statistics with supporting and related records which document payroll operations. They include reports and data used for workload and personnel management purposes.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17967
TITLE: Budget authorization reference files
DATES: 1970-
ARRANGEMENT: Chronological by year

DESCRIPTION: These files document the adoption of the city's annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after budget has been adopted and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 5.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17968
TITLE: Deductions and other earnings registers
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year

DESCRIPTION: These registers record, by department code, amounts deducted from employees' payroll checks. They are used for reference of retirement and other miscellaneous deductions.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 3.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17970
TITLE: Garnishment records
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year, thereunder by name

DESCRIPTION: These are records of garnishments or levies for debts owed by employees which are attached to employees' earnings.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after end of garnishment and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 5.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17971
TITLE: Income tax exemptions and withholding files
DATES: 1980-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files contain forms for individual employee's exemptions and withholding taxes. Includes withholding tax exemption certificates, such as IRS form W-4 and similar tax exemption forms.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after form is superseded or termination of employee and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: St. George (Utah). Department of Finance

SERIES: 17972
TITLE: Insurance deduction files
DATES: ca. 1900-
ARRANGEMENT:

DESCRIPTION: These are reports and related papers including copies of vouchers and payment schedules pertaining to insurance deductions.

RETENTION

Retain 3 years after separation of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 8.

PRIMARY DESIGNATION

Private


AGENCY: St. George (Utah). Department of Finance

SERIES: 17973
TITLE: Leave application files
DATES: 1995-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are applications for leave, and supporting papers relating to request for, and the approval of, taking leave time (vacation, sick, etc.).

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: St. George (Utah). Department of Finance

SERIES: 17974
TITLE: Leave data files
DATES: 1995-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain compilations of leave earned and taken. Includes the annual leave compilation card.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 10.

PRIMARY DESIGNATION

Private


AGENCY: St. George (Utah). Department of Finance

SERIES: 17975
TITLE: Payroll files
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year

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 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 11.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17976
TITLE: Payroll register
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the municipality. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

Retain 7 years. Retain 58 years if agency does not have employee history files.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy provided agency has employee earning history files in personnel file.

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17977
TITLE: Retirement files
DATES: ca. 1900-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are reports and register control documents relating to an employee's retirement.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 13.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17982
TITLE: Leave adjustment reports
DATES: 1995-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are reports of all leave adjustments made during a pay period. These reports include category of adjustments, the amount, social security number, and employee's name.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 18.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17983
TITLE: Retirement benefits assistance files
DATES: ca. 1900
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain correspondence, memoranda, annuity estimates, and other records used to assist retiring employees or survivors in claiming insurance or retirement benefits.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 19.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: St. George (Utah). Department of Finance

SERIES: 17985
TITLE: Taxable wage earning reports
DATES: 1980-
ARRANGEMENT: Chronological by year

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 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 22.

PRIMARY DESIGNATION

Private


AGENCY: St. George (Utah). Department of Finance

SERIES: 18002
TITLE: Quarterly wage list reports
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year

DESCRIPTION: These are reports submitted quarterly to the State Department of Employment Security. They include the quarterly wage list (the name and address of employer, registration number, quarter ending date, employee social security number, name of employee, hire date of new employees, and total wages for quarter, the reimbursable employment, payrolls, and new hires report form (name and address of organization, non-insured workers, individual amount for the first, second, third and fourth quarters, insured workers' names; telephone number, and department of person completing form)).

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 29.

PRIMARY DESIGNATION

Private


AGENCY: St. George (Utah). Department of Finance

SERIES: 6047
TITLE: Tax assessment rolls
DATES: i 1893-
ARRANGEMENT: Numerical by book number, thereunder alphanumerical by name

DESCRIPTION: These volumes record the assessment of real and personal property. They are used for taxing purposed by which the city assesses and collect property taxes within municipal boundaries. Each volume contains information such as: name of person; description of real estate; lot number; block number; letter of plat; value of real estate; value of livestock; value of vehicles; value of merchandise; value of stock with national banks; value of merchandise; value of stock with national banks; value of personal property; total value and amount of tax assessed; amount remitted or abated by Board of Equalization; and amount of payment.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Microfilm duplicate: For records beginning in 1891 through 9999. Retain in State Archives permanently.

APPRAISAL