Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-002 (State General Retention and Disposition Schedule. Fiscal)

Page 1 of 1 showing 18 records of 18 total, starting on record 1

Agency Number: 000-002
State General Retention and Disposition Schedule
Fiscal

SERIES ID	0001-000
TITLE	Accounts Payable Records
DESCRIPTION	Records related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0002-000
TITLE	Accounts Receivable Records
DESCRIPTION	Records related to the collection of payments due the agency: copies of invoices, correspondence, receipts, receipt books, cash reports, ledgers, DA-32 forms, etc.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0012-000
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-075

SERIES ID	0014-000
TITLE	Bid Records
DESCRIPTION	Records related to requests for proposals, bids, quotations, or estimates.
RETENTION	See Comments
COMMENTS	Retain successful bids until expiration of contract plus 5 fiscal years, then destroy. Retain unsuccessful bids 5 fiscal years, then destroy. See also Accounts Payable Records and Contracts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0016-000
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of annual agency budget: correspondence, draft budget requests, reports, notes, and other miscellaneous materials.
RETENTION	5 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0017-000
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets and supporting documents submitted yearly to the state legislature for approval and subsequent appeals.
RETENTION	5 fiscal years
COMMENTS	State Archives considers copies transferred through the Division of Budget to be the official record copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-206

SERIES ID	0019-000
TITLE	Business Procurement Card Documentation
DESCRIPTION	Original statements, receipts, logs, etc. detailing the types of purchases made by an agency through the business procurement card procedure.
RETENTION	5 fiscal years
COMMENTS	The Office of Accounts and Reports does not maintain the original copies.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-123

SERIES ID	0026-000
TITLE	Contracts
DESCRIPTION	Legal agreements and supporting records signed by the agency and one or more parties for property use, products, or services.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy. See also Accounts Payable Records and Bid Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-075

SERIES ID	0034-000
TITLE	Delegated Audit Authority Vouchers
DESCRIPTION	Original payment vouchers specifying purchases made by an agency with delegated audit authority.
RETENTION	5 fiscal years
COMMENTS	The Office of Accounts and Reports does not maintain the original copies.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13 ; Revised 2020-09-22
K.A.R. NUMBER	53-2-123

SERIES ID	0118-000
TITLE	Employee Travel Records
DESCRIPTION	Records related to employee travel, including, but not limited to travel requests and authorizations, receipts, and reimbursements.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0106-000
TITLE	Financial Management System Reports
DESCRIPTION	Computer reports regarding agency financial status issued on a daily, monthly, and/or yearly basis from the Office of Accounts and Reports to the Statewide Management Accounting and Reporting Tool (SMART).
RETENTION	See Comments
COMMENTS	Retain until superseded or business is completed, then destroy. Schedule does not apply to originals maintained at the Office of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0239-000
TITLE	Grant Files - Grants Administered by State Agencies
DESCRIPTION	Records regarding the administration of grants awarded by a Kansas state agency to other state agencies and/or local entities. May include applications, correspondence, financial documentation, reports, and other related materials from managing individual grants. Also includes records related to the overall grant program administration, which may include but is not limited to drafts of materials, dissemination information, reference information, grant program rules and guidelines, and summary reports of program outcomes.
RETENTION	See Comments
COMMENTS	Retain individual grant files until final reports are received and audits, if necessary, performed + 1 year, then destroy. Retain unfunded grant applications for 1 year after decisions made and appeals, if any, completed, then destroy. Retain overall grant program administration records until superseded by updated information, then contact the State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0238-000
TITLE	Grant Files - Grants Applied for by State Agencies
DESCRIPTION	Applications, supporting documentation, correspondence, and other records relating to federal, state, and private grants applied for by a Kansas state agency. Includes both funded and unfunded/unaccepted grant application records.
RETENTION	See Comments
COMMENTS	Retain 5 fiscal years after the end of the grant period, then transfer initial grant application and any annual and final reports to the State Archives; destroy the remaining documents. Destroy unsuccessful grant applications 5 fiscal years after notification application was not accepted.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0053-000
TITLE	Imprest Fund
DESCRIPTION	Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA-152 form "Checkbook Record--Imprest Fund." Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 forms, copies of supporting documentation and records on monthly reconciliations of fund.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2009-01-08 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-158

SERIES ID	0068-000
TITLE	Ledgers - General
DESCRIPTION	General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.
RETENTION	3 fiscal years
COMMENTS	This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-075

SERIES ID	0070-000
TITLE	Lists of Outstanding Obligations
DESCRIPTION	Copies of forms submitted to the Office of Accounts and Reports to encumber funds from current fiscal year to pay for goods or services to be received during the following fiscal year.
RETENTION	2 fiscal years
COMMENTS	This series does not apply to the Office of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08 ; Revised 2020-08-17
K.A.R. NUMBER	53-2-137

SERIES ID	0082-000
TITLE	Photocopy Meter Reading Records
DESCRIPTION	Forms completed listing the number of copies made, dates readings were taken, etc. relating to the leases on photocopy machines.
RETENTION	1 fiscal year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13 ; Revised 2020-09-22
K.A.R. NUMBER	53-2-123

SERIES ID	0107-000
TITLE	Statements of Lost Warrants
DESCRIPTION	Copies of DA-6 forms used to request re-issues of lost warrants.
RETENTION	1 fiscal year
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207