Kansas Records Retention Schedules

Results of Query:

Agency Code: 671 (Pooled Money Investment Board. )

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

Agency Number: 671-001
Pooled Money Investment Board

SERIES ID	0043-671
TITLE	Agricultural Production Loan Program
DESCRIPTION	Record of payments by Kansas banks and memos to the State Treasurer's Office (STO) Cashier.
RETENTION	010 fisc years
COMMENTS	This program is managed through the State Treasurer's Office.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 75-3520(a)(1)
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0039-671
TITLE	Audit Confirmation Requests
DESCRIPTION	Requests for confirmation of balances in Municipal Investment Pool, Kansas Bank certificates of deposit, Agricultural Productions Loans, and Home Loan Deposits.
RETENTION	6 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2013-04-11
K.A.R. NUMBER	53-2-176

SERIES ID	0044-671
TITLE	Audit workpapers
DESCRIPTION	Documentation compiled for auditors.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0019-671
TITLE	Average Daily Balance (ADB) Rate and Administrative Fees
DESCRIPTION	Spreadsheet used in calculation of 1) ADB rate that determines the monthly interest earned by state agencies as mandated by the legislature and 2) monthly state, Municipal Investment Pool (MIP), and Health Care Stabilization Fund (HCSF) administrative fees for investment management services.
RETENTION	2 fiscal years
COMMENTS	Printouts used for data input purposes will be retained for 1 fiscal year.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0045-671
TITLE	Cash Balance Worksheets
DESCRIPTION	Worksheet used to determine funds to be invested in repurchase agreements.
RETENTION	006 months
COMMENTS	State Treasurer's Office maintains the official cash balance worksheets.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0009-671
TITLE	Certificate of Indebtedness
DESCRIPTION	Certificate issued by the Pooled Money Investment Board authorizing the state treasurer to overextend available monies from the general fund by withdrawing money from other funds, as required by KSA 75-3725a.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1994-10-13 ; Revised 2014-12-08
K.A.R. NUMBER	53-2-102

SERIES ID	0038-671
TITLE	Expanded Investment Authority (Expanded Powers)
DESCRIPTION	Documentation provided for annual review by entities with expanded investment authority (expanded powers).
RETENTION	005 calendar years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2013-04-11
K.A.R. NUMBER	53-2-176

SERIES ID	0046-671
TITLE	Home Loan Deposit Program
DESCRIPTION	Record of payments by Kansas banks and memos to State Treasurer's Office (STO) Cashier.
RETENTION	022 fisc years
COMMENTS	This program is managed through the State Treasurer's Office.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 75-3520(a)(1)
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0042-671
TITLE	Interest Rate Calculation Records
DESCRIPTION	Calculations of rates and supporting documentation used to determine the investment rates for public funds, linked deposit rates, and Kansas bank certificates of deposit (CDs).
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0041-671
TITLE	Kansas Department of Transportation (KDOT) Administrative Fees
DESCRIPTION	Calculation of KDOT's annual fee payable to the Pooled Money Investment Board for investment management services.
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0055-671
TITLE	Letters of Instruction - Municipal Investment Pool (MIP)
DESCRIPTION	Form completed by Municipal Investment Pool (MIP) participants to authorize processing transactions in their accounts.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0054-671
TITLE	Memos to Cashier
DESCRIPTION	Document that summarizes daily portfolio cash flows that authorize State Treasurer's Office Cashier to adjust Top Sheet balances.
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0052-671
TITLE	Municipal Investment Pool Enrollment Paperwork
DESCRIPTION	Paperwork completed by depositors authorizing officers and employees of the depositor to complete transactions in their account. Includes Resolution and Password Designation forms.
RETENTION	Current forms and those covering previous 5 years
DISPOSITION	Destroy
RESTRICTIONS	NONE
APPROVED	2014-12-16
K.A.R. NUMBER	53-2-183

SERIES ID	0058-671
TITLE	Portfolio Management Reports
DESCRIPTION	Reports used internally by Director of Investments. Reports include daily portfolio holdings for the Pooled Money Investment Portfolio (PMIP), Health Care Stabilization Fund (HCSF), and Kansas Department of Transportation (KDOT), daily PMIP maturity distribution, and month end cash flow model.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0027-671
TITLE	Primary Securities Dealer Files
DESCRIPTION	Documents relating to primary security dealers authorized to conduct business with the Pooled Money Investment Board. Documents include Master Repurchase Agreement (MRA) and broker-dealer certification.
RETENTION	005 fisc yrs after no longer an active counter party
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0047-671
TITLE	Reconcilitations to Centralized Accounting System
DESCRIPTION	Reconciliations of the Pooled Money Investment Portfolio (PMIP) Fee Fund, Municipal Investment Pool (MIP), and interest accounts to the Kansas enterprise accounting and financial reporting system.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0001-671
TITLE	Report Workpapers
DESCRIPTION	Documents used in the preparation of management, Board, and annual reports.
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0048-671
TITLE	Repurchase Agreements
DESCRIPTION	Documentation of investment details, collateral details, and dealer confirmations for repurchase agreements for idle funds and Healthcare Stabilization Fund.
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0057-671
TITLE	Revenue Estimating Report
DESCRIPTION	Interest income estimates presented to the Consensus Revenue Estimating Group.
RETENTION	003 fisc yrs
COMMENTS	One copy of report is transferred to the State Archives as part of board packets (see series ID 0015-000).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0059-671
TITLE	State Agency Bank Designations
DESCRIPTION	Copy of letters sent to state agencies regarding their request for bank designation approval.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0060-671
TITLE	State Agency Special Deposit Allowance
DESCRIPTION	Copy of letters sent to state agencies regarding their request for special deposit allowance.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0034-671
TITLE	Statutory Loan Files
DESCRIPTION	Documents relating to loan agreements mandated by legislature between the Pooled Money Investment Board and other entities.
RETENTION	Retain for the life of the loan, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2013-04-11
K.A.R. NUMBER	53-2-176

SERIES ID	0049-671
TITLE	Trade Tickets
DESCRIPTION	Documentation provided by the dealer summarizing details of a security purchase and confirmation of the trade.
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0050-671
TITLE	Trading Blotters
DESCRIPTION	Internal report that summarizes daily investment activity.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0040-671
TITLE	Transfer of Pooled Money Investment Board (PMIB) Fee Funds to State General Fund
DESCRIPTION	Determination of monthly transfer of PMIB fee funds not necessary for reimbursement of administrative expenses to be transferred to the state general fund per KSA 75-4235(b).
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212