Kansas Records Retention Schedules

Results of Query:

Agency Code: 365-002 (Kansas Public Employees Retirement System. Fiscal Services Division)

Page 1 of 1 showing 25 records of 25 total, starting on record 1

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Fiscal Administrative

SERIES ID	0005-365
TITLE	15% Employer Files
DESCRIPTION	Documents relating to members files whose excess contributory assessments at retirement increase their final average salary about 15%.
RETENTION	See Comments
COMMENTS	Retain paper copy 3 calendar years then transfer to Employer Files and retain accordingly. Retain electronic format until no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0006-365
TITLE	Affiliation Database
DESCRIPTION	Employer requests for affiliation which become part of Employer Files once the employer has been affiliated.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0007-365
TITLE	Arrearage Adjustments
DESCRIPTION	Adjustments computed to member's records for previous years including form K-17.
RETENTION	See comments
COMMENTS	Retain paper format 2 calendar years then microfilm and destroy paper original. Retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0008-365
TITLE	Census Survey
DESCRIPTION	Quarterly Survey of the Finances of Public Employee Retirement Systems summarizing KPERS' financial status.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0009-365
TITLE	Contribution Report Check Sheet
DESCRIPTION	Grade sheets made on annual reports evaluating the annual performance of KPERS employers.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0042-365
TITLE	Electronic Fund Transfers (EFT)
DESCRIPTION	Banking information--code secured.
RETENTION	Permanent
COMMENTS	Retain electronic format for 10 calendar years, and hard copy permanently in office storage. EFT contractor has records as well.
DISPOSITION	Office Storage
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0043-365
TITLE	Employer Contributions--Electronic Funds Transfers
DESCRIPTION	Employer contribution breakdown records generated on all payments made via Automated Clearing House debit (Electronic Funds Transfers) from inception to present.
RETENTION	010 cldr yrs
COMMENTS	Information stored electronically on pc, FS mini server, summary info on AS400, and the vendor has records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0010-365
TITLE	Employer Files
DESCRIPTION	All pertinent employer information such as affiliation documents, contribution rate letters, designations of agent, and period of service letters.
RETENTION	Permanent
DISPOSITION	Office Storage
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0011-365
TITLE	Government Finance Officers Association Questionnaire--Pendat Survey
DESCRIPTION	Questionnaire submitted by the Government Finance Officers Association which compiles information on public pension systems benefit formulas, number of members and retirees and employers, and contributions, through the Pendat survey every two years.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0012-365
TITLE	KPERS Annual Report Work Papers
DESCRIPTION	Work papers used in preparation of KPERS Comprehensive Annual Financial Report.
RETENTION	005 fisc yrs
COMMENTS	Retain notebooks 5 fiscal years in office, then retain until no longer useful. Auditor work papers also would contain some of this content.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0013-365
TITLE	Penalties Files
DESCRIPTION	Late penalty assessments assessed to contributing local employers which made late payments of contributions.
RETENTION	See Comments
COMMENTS	Keep paper 2 calendar years then microfilm and destroy paper original. Keep microfilm permanently.
DISPOSITION	See comments
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Fiscal Corporate Accounting

SERIES ID	0014-365
TITLE	Auditor's Confirmation Letters
DESCRIPTION	Letters of account information for auditors of Security Benefit Group funds and others.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0015-365
TITLE	Automated Clearing House (ACH) Recoveries
DESCRIPTION	Records relating to electronically deposited member benefits returned by banks for any reason and monthly reconciliation of the ACH account.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0016-365
TITLE	Budget Monitoring Reports
DESCRIPTION	Monthly financial schedules reporting administrative expenses by divisions and accounts.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0017-365
TITLE	Cancelled Warrant Letters
DESCRIPTION	Listings and approval of cancellation of warrants issued by KPERS, through the cancellation process by Accounts and Reports and includes warrants received that have outlawed.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0018-365
TITLE	Insurance Carrier Transactions Files
DESCRIPTION	Payments and correspondence with KPERS insurance carrier which can include Optional Life, Basic Group Life, and Administrative Services.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4909(10)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0019-365
TITLE	School Transfer Letters
DESCRIPTION	Worksheets and letters associated with quarterly transfer of monies to KPERS from the Kansas Department of Education.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0020-365
TITLE	Transfer Letters
DESCRIPTION	Letters documenting transfer of funds received from State Treasurer to KPERS for various funds.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Fiscal Employer Reporting

SERIES ID	0021-365
TITLE	Annual Member Contribution Reports
DESCRIPTION	Employer reports generated on each member's 4% contribution and adjustments.
RETENTION	See comments
COMMENTS	Retain paper format 5 calendar years then microfilm and destroy original. Retain microfilm permanently. Information is also entered on AS400 member records.
DISPOSITION	See Comments
RESTRICTIONS	KSA 74-4909
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Fiscal Investment Accounting

SERIES ID	0022-365
TITLE	Manager Confirmation Files
DESCRIPTION	Form documenting the trades that managers or brokers have bought or sold.
RETENTION	010 fisc yrs
COMMENTS	Retain paper active in office 2 fiscal years, transfer to the records center for 8 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0023-365
TITLE	Managers' Contract Files
DESCRIPTION	Contractual obligation made between investment managers and KPERS and maintained for reference regarding the manager fee payments.
RETENTION	See comments
COMMENTS	The actual DA-146 contract form originates in Fiscal Services Investment Accounting and is filed with a copy of the contract for agency reference when paying the managers' fees. Keep until inactive/released, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0024-365
TITLE	Managers' Fees and Correspondence Files
DESCRIPTION	Invoices relating to all managers' fees, payments, and correspondence.
RETENTION	010 fisc yrs
COMMENTS	Retain active in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0044-365
TITLE	Monthly Custodial Bank Financial Records
DESCRIPTION	Monthly financial statements furnished by KPERS custodial bank summarizing each month's activities and the statements are used for reconciliation, reporting and tracking of financial information pertinent to all KPERS investments and finances.
RETENTION	See comments
COMMENTS	Paper and computer disk formats. Paper is the summary of financial statements, and CD is detailed information. Retain CD 15 fiscal years active in office, and hard copy permanently in office storage. Custodial bank also has records.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0045-365
TITLE	Monthly Manager Reports
DESCRIPTION	Reports submitted by managers summarizing monthly investment activities and assets held and maintained for reference in reconciliation of the manager and custodial bank accounts.
RETENTION	See comments
COMMENTS	Retain the record copy 2 fiscal years active in office, then transfer to State Records Center for 8 fiscal yrs, then destroy. Retain convenience copies 2 fiscal yrs., then destroy. Retain the electronic copy until no longer useful. An original manager report is also retained by Investments Division.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Investment

SERIES ID	0046-365
TITLE	Monthly Manager Reports
DESCRIPTION	Reports submitted by managers summarizing monthly investment activities and assets held and maintained for reference in reconciliation of the manager and custodial bank accounts.
RETENTION	010 fisc yrs
COMMENTS	Retain the record copy 2 fiscal years active in office, then transfer to State Records Center for 8 fiscal yrs, then destroy. Fiscal Division retains convenience copies 2 fisc yrs., then destroy. Retain the electronic copy until no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134