AGENCY: Department of Government Operations. Division of Finance. Accounting Operations

SERIES: 8461
TITLE: Redeemed warrants
DATES: 1977-1996.
ARRANGEMENT: Chronological

DESCRIPTION: The Division of State Finance issues these checks on behalf of the state to manage and document the financial transactions of all state agencies with the exception of Employment Security and Retirement who handle their own warrant disbursements. These records consist of cancelled checks used for payroll and tax refund payments as well as all state expenditures for services or materials. These checks are, therefore, vital to the function of this agency and the financial business of the state. These warrants are microfilmed by the bank for the state and a copy is returned to the Division of Finance. Information includes payee's name, salary, withholding amounts (taxes and other deductions), and tax information (FICA, state, and federal income tax.)

RETENTION

Retain for 7 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1986

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being microfilmed and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

Microfilm master: Retain in State Records Center for 7 years and then destroy.

Microfilm duplicate: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

New York's retention is 7 years and New York's is 6 years. Utah's statute of limitations on actions is four years for breaches of contracts and payments on open accounts. Previous decision: RDR 82-24: 2 years paper, 8 years film/private.

PRIMARY DESIGNATION

Private