Kansas Records Retention Schedules

Results of Query:

Agency Code: 565-006 (Department of Revenue. Office of the Secretary)

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

Agency Number: 565-006
Department of Revenue
Office of the Secretary

SERIES ID	0173-565
TITLE	Tax Correspondence - Routine
DESCRIPTION	Correspondence, other than Private Letter Rulings or Opinion Letters, in which established tax issues are explained. May include documents such as the taxpayers request, supporting documentation, and the departments response.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 75-5133 and 79-3234
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Administrative Services

SERIES ID	0087-565
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0105-565
TITLE	Purchase Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0111-565
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Budget/Purchasing Section

SERIES ID	0112-565
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Communications, Office of

SERIES ID	0108-565
TITLE	Technical Reference Files
DESCRIPTION	Miscellaneous materials compiled and used in the drafting and issuing of reports to the media.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Division of Collections

SERIES ID	0113-565
TITLE	Working Papers for Audit Reports
DESCRIPTION	Documentation and work papers created by agency field representatives and auditors to establish the information necessary for the completion of audit reports.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Field Services Bureau

SERIES ID	0084-565
TITLE	Field Representatives Collections Records
DESCRIPTION	Field Service Bureau records including Form FS/f-09, transmittal of collections from examiner in field, and Form FS/f-02, collector's receipts.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Information Systems, Bureau of

SERIES ID	0086-565
TITLE	Insurance Checks Reports
DESCRIPTION	Computer reports used to monitor the generation of computerized driving records for sale to insurance companies and other requestors.
RETENTION	003 months
COMMENTS	Do not implement this schedule if payment has not been received for sales.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Legal Services Bureau

SERIES ID	0065-565
TITLE	Case Files - Motor Carrier Taxes
DESCRIPTION	Forms detailing taxes due, form letters to sheriffs, and other documents relating to department efforts to collect delinquent motor carrier taxes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(11)(25)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Personnel Services Bureau

SERIES ID	0079-565
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0081-565
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later.)
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0082-565
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0100-565
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0103-565
TITLE	Personnel Management Records
DESCRIPTION	Variety of records associated with the administration of the personnel program: KIPPS reports, classification actions, purchase requests, position descriptions, time sheets, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable - otherwise retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Policy and Research

SERIES ID	0178-565
TITLE	Annual Report Drafts
DESCRIPTION	Working files compiled and used to produce the agency annual report.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 74-2012, 75-5133, 79-3234, 45-221(a)(20) and 18 USC sub section
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0179-565
TITLE	Correspondence - Policy Related
DESCRIPTION	Private Letter Rulings and Opinion Letters in which the departments position concerning whether or not a particular entity or situation is taxable is set out. May include documents such as the taxpayers request, supporting documentation, research documents, and the departments response.
RETENTION	See Comments
COMMENTS	Retain until case closed plus 10 calendar years, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 75-5133 and 79-3234
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0180-565
TITLE	Exemption Certificates
DESCRIPTION	Documents related to the issuance of exemption numbers to qualified entities. Includes the request, supporting documentation, the certificate or denial letter, and any other related documentation.
RETENTION	See Comments
COMMENTS	Retain 4 calendar years after expiration date on exemption certificate.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 75-5133
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0181-565
TITLE	Exemption Certificates - Projects
DESCRIPTION	Requests for exemption on particular projects for qualified entities. Includes the request, supporting documentation, the certificate or denial letter, and completion certificate or information.
RETENTION	See Comments
COMMENTS	Retain 4 calendar years after completion of project, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 75-5133
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0182-565
TITLE	Policy Council Agendas and Minutes
DESCRIPTION	Copies of agendas and minutes from Policy Council meetings along with any supporting documentation that is used during meeting discussions. The Policy Council is comprised of division directors that formulate policy.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 74-2012, 75-5133, 79-3234, and 18 USC sub section 2721 et seq.
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0183-565
TITLE	Special Projects Files
DESCRIPTION	Wide variety of materials gathered for use in bureau research projects: correspondence, reports, data files, tax simulations, computer systems design and development, etc.
RETENTION	002 cldr yrs
COMMENTS	Retain for 2 calendar years after end of project, then transfer to the Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 74-2012, 75-5133, 79-3234, and 18 USC sub section 2721 et seq.
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Quality Control Bureau

SERIES ID	0055-565
TITLE	Assessments, Abatements, and Refunds for Income Tax
DESCRIPTION	Document files of assessment vouchers, abatement vouchers, and refund orders for Income Tax.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0056-565
TITLE	Assessments, Abatements, and Refunds for Sales Tax
DESCRIPTION	Document files of assessment vouchers, abatement vouchers, and refund orders for Sales Tax.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Records Services Bureau

SERIES ID	0078-565
TITLE	Deposit to the State Treasurer
DESCRIPTION	Documents created in preparation for the fiscal deposit of receipts to the Office of the State Treasurer including Daily Deposit Sheet (OM-218), Deposit with Treasurer Sheet (M-225), etc.
RETENTION	See Comments
COMMENTS	Retain 3 fiscal years or until audit is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0099-565
TITLE	Motor Fuel Refund Documents
DESCRIPTION	Motor Fuel tax refund permit applications (MFT/rf 51-3), ledger cards, invoices, claims (MFT/fr-81) and related documents.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Secretary, Office of the

SERIES ID	0107-565
TITLE	Subject Files - Special Assistant to the Secretary
DESCRIPTION	Records related to special and ongoing assignments from the Secretary of Revenue regarding any or all aspects of departmental policy and administration: correspondence, reports, notes, proposals, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079