Kansas Records Retention Schedules
Results of Query:
Agency Code: 683 (University of Kansas Hospital)
Page 1 of 1 showing 48 records of 48 total,
starting on record 1
Agency Number: 683-001
University of Kansas Hospital
Administration
Affirmative Action
SERIES ID |
0001-683 |
TITLE |
Equal Employment Opportunity Grievance Files |
DESCRIPTION |
Documents relating to discrimination charges concerning employment made against an agency and subsequent investigations. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after grievance is settled, then transfer to the university medical center archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(11) & (25) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0002-683 |
TITLE |
Unclassified Positions Files |
DESCRIPTION |
Variety of documents maintained throughout the hiring process to assess the qualifications of candidates. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 3 calendar years, transfer to off-site storage for 7 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(11)(25) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
Agency Number: 683-002
University of Kansas Hospital
Accounting
SERIES ID |
0004-683 |
TITLE |
Accounts Receivable Records |
DESCRIPTION |
Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Vouchers - Receipts. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0006-683 |
TITLE |
Annual and Special Reports |
DESCRIPTION |
General and specific reports on agency activities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the university medical center archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0007-683 |
TITLE |
Audit Reports |
DESCRIPTION |
Results of audits conducted by the Legislative Division of Post-Audit and other state/or federal auditing agencies. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 5 fiscal years, then transfer to the university medical center archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0008-683 |
TITLE |
Banking Records |
DESCRIPTION |
Bank statements, deposit books and slips, check registers, and canceled checks. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0011-683 |
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 forms 152-Checkbook Record--Imprest Fund. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0012-683 |
TITLE |
Inventory Records - Non-Expendable Property |
DESCRIPTION |
Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded by new inventory plus 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0013-683 |
TITLE |
Ledgers - General |
DESCRIPTION |
General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain in office 3 fiscal years, then transfer to the university medical center archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0019-683 |
TITLE |
Property Disposition Records - Non-Expendable |
DESCRIPTION |
Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0021-683 |
TITLE |
STARS Reports: Daily Financial |
DESCRIPTION |
Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR 8101, etc. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0022-683 |
TITLE |
STARS Reports: Monthly Financial |
DESCRIPTION |
Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0023-683 |
TITLE |
STARS Reports: Yearly Financial |
DESCRIPTION |
Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0026-683 |
TITLE |
Vouchers - Journal |
DESCRIPTION |
DA forms 35 series used to adjust financial account balances. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0027-683 |
TITLE |
Vouchers - Receipts |
DESCRIPTION |
Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
Agency Number: 683-002
University of Kansas Hospital
Accounting
Accounts Payable
SERIES ID |
0003-683 |
TITLE |
Accounts Payable Records |
DESCRIPTION |
Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0005-683 |
TITLE |
Adding Machine or Calculator Tapes |
DESCRIPTION |
Master tapes produced by business machines during bookkeeping. |
RETENTION |
See Comments |
COMMENTS |
May be destroyed immediately unless required to document associated records - then retain in conjunction with those associated records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0018-683 |
TITLE |
Petty Cash Records |
DESCRIPTION |
Documents related to petty cash accounting: DA-71 thru 73. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0020-683 |
TITLE |
Receipts Records - Cash |
DESCRIPTION |
Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0024-683 |
TITLE |
Statements of Lost Warrants |
DESCRIPTION |
Copies of DA form 6 used to request re-issues of lost warrants. |
RETENTION |
currt fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0025-683 |
TITLE |
Travel Request and Authorization Records |
DESCRIPTION |
Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Vouchers - Travel and Vehicle Operation Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0029-683 |
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 |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0028-683 |
TITLE |
Vouchers - Travel |
DESCRIPTION |
Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
Agency Number: 683-002
University of Kansas Hospital
Accounting
Grant Accounting
SERIES ID |
0010-683 |
TITLE |
Grant Files - Funded |
DESCRIPTION |
Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the university medical center archives for purging, destroy remaining documents. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
Agency Number: 683-002
University of Kansas Hospital
Accounting
Payroll
SERIES ID |
0009-683 |
TITLE |
Employee Withholding Allowance Certificates |
DESCRIPTION |
|
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 |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0014-683 |
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 |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0015-683 |
TITLE |
Payroll Deduction Authorization Records - General |
DESCRIPTION |
Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records - General. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0016-683 |
TITLE |
Payroll Direct Deposit Authorization Records |
DESCRIPTION |
Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer in effect plus 2 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0017-683 |
TITLE |
Payroll Warrant Registers |
DESCRIPTION |
Monthly listing of warrant checks issued to state agency employees for payroll purposes. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
Agency Number: 683-003
University of Kansas Hospital
Human Resources
SERIES ID |
0030-683 |
TITLE |
Employee Personnel Files |
DESCRIPTION |
Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, 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 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0031-683 |
TITLE |
SHaRP Reports |
DESCRIPTION |
Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project. |
RETENTION |
See Comments |
COMMENTS |
Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
Agency Number: 683-004
University of Kansas Hospital
Institutional Research and Planning
SERIES ID |
0032-683 |
TITLE |
Faculty Records |
DESCRIPTION |
Contracts, correspondence, etc. relating to faculty appointments to teaching or research positions at the medical center. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 1 year after faculty has retired, appointment has expired or termination, then transfer to the university medical center archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
Agency Number: 683-005
University of Kansas Hospital
Student Services
SERIES ID |
0033-683 |
TITLE |
Counseling Center Contact Files |
DESCRIPTION |
Documents relating to the counseling received by students at the counseling center. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0034-683 |
TITLE |
Fiscal Operations Report/Student Financial Aid Application to Participate |
DESCRIPTION |
Report listing students who have applied for financial assistance and maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 3 years after financial award, then destroy. a.k.a. FISAP. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0035-683 |
TITLE |
Learning Resources/Services for Students with Disabilities Contact Files |
DESCRIPTION |
Documents relating to students with disabilities or learning disorders seeking assistance from the counseling center. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0036-683 |
TITLE |
Student Financial Aid Files |
DESCRIPTION |
Documents relating to requests by students who have applied for and received any financial assistance. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 1 year, transfer to off-site storage for 4 years, then destroy after annual audit by the Department of Education. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0037-683 |
TITLE |
Student Immunization Records |
DESCRIPTION |
Health history and immunization files for students enrolled at the medical center. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 5 years, transfer to off-site storage 5 years after graduation or date of last attendance, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0038-683 |
TITLE |
Student Medical Records |
DESCRIPTION |
Documents relating to individual students requesting and receiving medical treatment from the Student Health Clinic located in the medical center. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 5 years, transfer to off-site storage for 5 years after graduation or date of last attendance, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0039-683 |
TITLE |
Student Records |
DESCRIPTION |
Applications, transcripts, correspondence, etc. relating to individuals seeking admission to the medical center. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 8 years, transfer to the off-site storage for 3 years, then transfer to the university medical center archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(1) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0040-683 |
TITLE |
Student Status Confirmation Report |
DESCRIPTION |
Report confirming the status and financial aid awarded to qualified students. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1) |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
Agency Number: 683-XXX
University of Kansas Hospital
Legal Services
Legal Services
formerly 682-002
SERIES ID |
0002-682 |
TITLE |
Civil Service Files |
DESCRIPTION |
Records related to violations of the U.S. and Kansas Civil Service Acts. Includes forms, correspondence and reports. |
RETENTION |
See Comments |
COMMENTS |
Files may be destroyed 1 calendar year after employee terminates employment with agency. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1990-01-25
|
K.A.R. NUMBER |
53-2-083 |
SERIES ID |
0003-682 |
TITLE |
Equal Employment Opportunity Commission Files |
DESCRIPTION |
Records related to discrimination charges concerning employment made against the agency. Includes forms, correspondence and reports. |
RETENTION |
See Comments |
COMMENTS |
Files may be destroyed 1 calendar year after case is closed. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(11)(25) |
APPROVED |
1990-01-25
|
K.A.R. NUMBER |
53-2-083 |
SERIES ID |
0004-682 |
TITLE |
Kansas Commission on Civil Rights Files |
DESCRIPTION |
Records related to discrimination charges made against the agency. Includes forms, correspondence and examination reports. |
RETENTION |
See Comments |
COMMENTS |
Files may be destroyed 1 calendar year after case is closed. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(11)(25) |
APPROVED |
1990-01-25
|
K.A.R. NUMBER |
53-2-083 |
SERIES ID |
0005-682 |
TITLE |
Medical Claim Files |
DESCRIPTION |
Records related to claims for medical services. Includes forms, correspondence and reports. |
RETENTION |
See Comments |
COMMENTS |
Files may be destroyed 10 calendar years after case is closed. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(3) |
APPROVED |
1990-01-25
|
K.A.R. NUMBER |
53-2-083 |
SERIES ID |
0006-682 |
TITLE |
Medical Foundation Corporation Files |
DESCRIPTION |
Diverse financial records relating to the receipt and disbursement of funds from patients for rendered service. |
RETENTION |
See Comments |
COMMENTS |
Permanent retention in office of origin or transfer to Medical Center Archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1990-01-25
|
K.A.R. NUMBER |
53-2-083 |
SERIES ID |
0007-682 |
TITLE |
Medical Malpractice Files |
DESCRIPTION |
Records related to charges of medical malpractice made against the agency and staff. Includes forms, correspondence and reports. |
RETENTION |
See Comments |
COMMENTS |
Permanent retention in office of origin or transfer to Medical Center Archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(3) |
APPROVED |
1990-01-25
|
K.A.R. NUMBER |
53-2-083 |
SERIES ID |
0008-682 |
TITLE |
Property Claims Files |
DESCRIPTION |
Records related to claims for loss of personal property made against the agency which recovery is unlikely. Includes claim forms, correspondence and reports. |
RETENTION |
See Comments |
COMMENTS |
Files may be destroyed 2 calendar years after case is closed. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1990-01-25
|
K.A.R. NUMBER |
53-2-083 |
SERIES ID |
0009-682 |
TITLE |
Topical or Subject Files |
DESCRIPTION |
Diverse records relating to current topics such as hazardous waste, patient services and air pollution. Includes correspondence, reports, studies and issues papers. |
RETENTION |
See Comments |
COMMENTS |
Permanent retention in office of origin or transfer to the Medical Center Archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1990-01-25
|
K.A.R. NUMBER |
53-2-083 |
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