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Accounting Records Retention Schedule

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Overview:

Record Retention schedules assist staff in determining the proper storage requirements for documents to be maintained as active records and when those records can be destroyed.

MSBSD Records Retention: Accounting Department

Accounts PayableSee More

Record Type	File Type	Retention (CFY +)	File Details
Vendor AP Files	Accounts Payable Records	3	Includes Invoice, Check copy, correspondence, and Payment Authorization, quotes etc. Filed by Vendor
Purchase Orders Copies	Accounts Payable Records	3	Purchase Order copies, for all departments, including Accounting Purchases
Utility Files (exclude telephone)	Accounts Payable Records	3	Utility Invoices, check copies, correspondence, payment authorizations. Filed by Vendor
Utility Files - Telephone	Erate Program Records	5	Utility Invoices, check copies, correspondence, payment authorizations. Filed by Vendor
Petty Cash Files	Accounts Payable Records	3	Includes Petty Cash Form, Check copy, correspondence, and Payment Authorization. Filed by School.
Parent Reimbursement Records	Education Programs Student Records	5
Erate Procurement and Rev Record	Erate Program Records	5
Employee Expense Audits	Audit Reports (all other Records)	5	Employee Expense Audit Docs
Pcard Expense Files	Accounts Payable Records	3	Detailed trail balance reports
Accounts Payable Batch Proofs	Accounts Payable Records	3	Batch Reports
Student Financial Files at MCSS	Subsidiary Ledger, Journals, and Registers	6	parent Reimbursements, Ledger Information by student/family
Student Financial Files at TWB	Subsidiary Ledger, Journals, and Registers	6	parent Reimbursements, Ledger Information by student/family
W9s and 1099 Files	W9's and 1099 information	4	1099 backup, W9s for corresponding year if vendor will not be used in future years

Accounts ReceivableSee More

Record Type	File Type	Retention (CFY +)	File Details
Lunch Receipts	Accounts Receivable Records	3	Includes deposit slips and sales by school/month
GBI Batches	Accounts Receivable Records	3	Accounts Receivable batches and backup
ACH Warrant /Wires	Accounts Receivable Records	3	Copies of wires for fiscal year
Commission Revenue Files	Accounts Receivable Records	3	MTA, Vend Alaska, ATM Commissions

Audit and FinanceSee More

Record Type	File Type	Retention (CFY +)	File Details
Student Activities Files	Subsidiary Ledger, Journals, and Registers	6	Student Activities files include all detailed, filed by fiscal year. Keep all until prevailing limit of 6+current year
Central Treasury Deposit files	Bank transaction Records	6	Includes Payment Journals and Deposit Information.
Central Treasury Bank Reconciliatio	Subsidiary Ledger, Journals, and Registers	6	Central Treasury Reconciliation Packet and central treasury school transaction ledger.
Accounts Payable Bank Reconciliati	Subsidiary Ledger, Journals, and Registers	6	Includes check registers, statements, and reconciliations
Payroll Bank Reconciliation Files	Subsidiary Ledger, Journals, and Registers	6	Includes check registers, statements, and reconciliations
Budget Requests	Budget Revision Requests	6	Accounting initiated budget requests
General Ledger Detail	General Ledgers	6	Detailed trail balance reports
Audit Box	Audit Reports (Official Major Report)	Permanent	Audit Prep Docs
New GL Account Code Requests	General Ledgers	6	Backup for requests to create new account codes
Journal Entries	Subsidiary Ledger, Journals, and Registers	6	Journal Entry copies, and backup
Workers Comp. Reconcilations	Permanent File/MSBSD Discretion	Permanent
Vehicle Files	Permanent File/MSBSD Discretion	Permanent

Grant/State/Fed RevenueSee More

Record Type	File Type	Retention (CFY +)	File Details
NSLP and Medicaid Revenue	Local, state, fed Revenue Records	6	Includes NSLP reimbursement requests and revenue, as well as medicaid report file
Bond Records	Permanent File/MSBSD Discretion	Permanent	Authorization and pymnt of bonds to finance school construction, Reimbursement Claims, expenditure copies
Legislative Grant Records	Permanent File/MSBSD Discretion	Permanent	Authorization and pymnt of bonds to finance school construction, Reimbursement claims, expenditure copies
Grants File Folders	Local, state, fed Revenue Records	6	Grant file folders

Attachments

Attachments (1)

pdf

State of Alaska School District Model Records Retention Schedule January 2013.pdf Computer

Wed 8/29/18 12:24 PM

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