Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-002 (Department of Administration. Office of Accounts and Reports)

Page 1 of 1 showing 26 records of 26 total, starting on record 1

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports

SERIES ID	1080-173
TITLE	Agency Service Desk Requests
DESCRIPTION	Documentation of agency service requests and central response/resolution provided for issues submitted via service desk ticket.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Accounting Control Unit

SERIES ID	0044-173
TITLE	Joint Committee Claims Against the State
DESCRIPTION	Claims files against the state and processed by a special committee on claims under K.S.A. 46-913.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-07-16
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Central Services Team

SERIES ID	0042-173
TITLE	Claims Files
DESCRIPTION	Claims that are filed against the state for payments under KSA 46-920 to 46-925.
RETENTION	7 calendar years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Financial Integrity Team

SERIES ID	0087-173
TITLE	Schedule - Office Activities
DESCRIPTION	Annual report prepared by the federal reporting team and sent to the U.S. Bureau of Census to satisfy requests for information made by the census bureau.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-07-16
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Fiscal Services Unit

SERIES ID	0095-173
TITLE	Capitol Complex Building Purchase Records
DESCRIPTION	Records contain documents and contracts regarding the purchase of Capitol Complex buildings.
RETENTION	050 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-07-16 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-071

SERIES ID	0098-173
TITLE	Fiscal Records - Governor's Office
DESCRIPTION	Documents regarding all fiscal activities of the Office of the Governor: vouchers, inventory, payroll, accounting reports, warrant register printouts, daily, monthly, and annual accounting system reports, etc.
RETENTION	See Comments
COMMENTS	Retain until expiration of current terms plus 3 years. (See KSA 75-104)
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 75-104
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Administration
Setoff Team

SERIES ID	0506-173
TITLE	Setoff Records
DESCRIPTION	Documents relating to the recoupment of funds owed to the state by administratively garnished payments and accounts receivable write-off requests made to individuals for refunds, payroll, unemployment, etc.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Administrative Services Section
Municipal Services Team

SERIES ID	0236-173
TITLE	Social Security Business Files
DESCRIPTION	Documents relating to the social security coverage (218 agreement) of municipal entities. These agreements are social security contracts with the federal government.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Accounting Services
Appropriations/Master Lease Team

SERIES ID	1014-173
TITLE	1099 Records
DESCRIPTION	Copies of 1099 forms and supporting documentation filed with the Internal Revenue Service.
RETENTION	007 cldr yrs
COMMENTS	Returned paper copies are retained; Full file is stored electronically.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(1) and 5 USC Sec. 552a
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	0139-173
TITLE	Excise Tax Refund Copies
DESCRIPTION	Copies of federal forms 720 (Quarterly Excise Tax Return) filed with the IRS.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Accounting Services
Financial Integrity Team

SERIES ID	0158-173
TITLE	Annual Financial Report
DESCRIPTION	Report providing the financial position and operations of the various funds and the general long term obligation of the State for a particular fiscal year. K.S.A. 75-3735.
RETENTION	005 fisc yrs
COMMENTS	Transfer to archives annually and retain on website for 5 years.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Services Team
Fiscal Services Unit

SERIES ID	0099-173
TITLE	Fiscal Records - Lt. Governor's Office
DESCRIPTION	Documents and records regarding fiscal activities of the Lieutenant Governor's office. Includes vouchers, personnel files, payroll, monthly and annual CASK reports, printouts, and office inventory.
RETENTION	See Comments
COMMENTS	Retain until expiration of current term plus three years.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-07-16 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Director, Office of the

SERIES ID	0188-173
TITLE	Policy Files - Statewide Permanent Agency and Subject Files
DESCRIPTION	Correspondence, reports, directives, policy statements, and other documents related to division and department policy that have been extracted from Agency Correspondence & Misc. Subject Files series.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Financial Integrity Team

SERIES ID	0103-173
TITLE	Kansas Register Submission Certification
DESCRIPTION	Copy of submission form and work papers prepared by the staff for publication in the Kansas Register as required by KSA 65-34,117(b).
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Municipal Accounting Section
Office Review Unit

SERIES ID	0224-173
TITLE	Audit Reports of Kansas Municipalities
DESCRIPTION	Audits prepared by independent auditors and filed with the Division of Accounts and Reports in conformity with Kansas Statutes.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-04-10 ; Revised 2017-01-03
K.A.R. NUMBER	53-2-134

SERIES ID	0213-173
TITLE	Budgets - Kansas Municipalities
DESCRIPTION	Budgets and related documents filed with the Division of Accounts and Reports in conformity with Kansas Statutes.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10 ; Revised 2017-01-03
K.A.R. NUMBER	53-2-134

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Payroll

SERIES ID	1074-173
TITLE	Court Ordered Withholding (COWs)
DESCRIPTION	Accounting records, remittance data, and document files for all court ordered withholdings including Chapter 60 and 61 garnishments, Income Withholding Orders, bankruptcy wage earner plans (WEP), IRS levies, and Federal student loan garnishments (CNG).
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1075-173
TITLE	Federal Forms 1042
DESCRIPTION	Forms and supporting documentation relating to Internal Revenue Service forms 1042.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1051-173
TITLE	Federal W-2 and W-2C Reports
DESCRIPTION	W-2 and W-2C forms required to be filed with the Federal Internal Revenue Service.
RETENTION	007 cldr yrs
COMMENTS	Returned paper copies retained until April 15th then destroy; Full file is stored electronically.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A..45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1076-173
TITLE	Income Withholding Orders (IWOs) for Terminated Employees
DESCRIPTION	Income withholding orders generated on terminated state employees.
RETENTION	007 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1077-173
TITLE	Payroll System Control and Balancing Reports
DESCRIPTION	Variety of reports, work papers, queries, etc. relating to separate payroll accounts including but not limited to KPAY018, KPAY224, KREGPAY3, KPAYTRS1, Balance payroll to accounting spreadsheet, Cycle Balancing Spreadsheets, Paycycle Reports, Regent edits and work papers, direct deposit balancing work papers and KPay210 EFT.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-147

SERIES ID	1054-173
TITLE	SHaRP Paycheck Data by Employee
DESCRIPTION	KPAYSUM Report containing individual state employee paycheck information.
RETENTION	008 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1044-173
TITLE	W-2 and W-2C Workpapers
DESCRIPTION	Moving Expense Listing, Year End Verifying Reports, Negative Amounts, Deferred Compensation Analysis, VTSA Analysis, Form Totals, Sample Test W-2 prints, etc. relating to the supporting documentation for federal W-2 and W-2C forms.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Statewide Consolidated Reporting
Financial Integrity Team/Federal Reporting Team

SERIES ID	0159-173
TITLE	Annual Financial Report - Work Papers
DESCRIPTION	Schedules, accounts analyses, and other documents used to prepare the annual financial report. Including benefit, canteen, trust funds reconciliation reports and statements; investment reconciliation of trust funds; all local bank accounts statements and reconciliations; agency submitted DA-XX forms for accounts receivable, capital assets, legal liabilities, other liabilities, non-monetary transactions, construction commitments, pollution remediation, service concession arrangements, SEFA, and all other ACFR workpapers.
RETENTION	7 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Systems and Procedures Section

SERIES ID	0492-173
TITLE	Forms Library
DESCRIPTION	Records regarding forms revisions for statewide financial and accounting policies issued by the Department of Administration.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	0505-173
TITLE	Policy and Procedures Manual Filings
DESCRIPTION	Records regarding statewide financial and accounting policies issued by the Department of Administration.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195