Federal form used to report salaries, wages, and tips of temporary employees. For NEOUCOM, NEOUCOM Fdn, AHEC Centers

Transcription

1 Retention Schedule 1099 Forms 990 Tax Forms Invoices Ledgers Vouchers Accounts Receivable Audit Report Awarded Grants Files Bad Debt Actions Balance Sheets Bank Deposits Bank Reconciliations Federal form used to report salaries, wages, tips of temporary employees. For NEOUCOM, NEOUCOM Fdn, AHEC Centers Amounts owed on open account for goods or services received. 6 years Historic Archives Bill for goods or services received Ledgers of bills for goods or services received Vouchers for goods or services received Amounts due from others on open accounts as a result of providing goods or services. Final report of state or independent auditor. Files containing awards, budgets, accounting information on grants received from government agencies, corporations, private foundations. Overdue accounts, such as library postclosing fines, parking tickets, loans, payment for services rendered. A report of institutional assets, liabilities, equities. A periodic report, not the year-end report. Record of deposits in banking institutions. Explanation of differences between bank statement balance actual balance. Bank Statements Periodic statement of bank balances.

2 Bids Accepted For purchases. 5 years Bids Rejected For purchases. Bond Registers Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Bookstore Cashier Balancing Form Bookstore Charge Forms Bookstore Mark-Up / Mark-Down Sheets Bookstore Merchise Return Record Budget Institutional Budget Institutional Summaries Budget Planning Documents Budget Printout - Periodic Used for daily balancing of each cash drawer 2 years Forms used in completing MasterCard or VISA transactions. Information posted to daily cash register tapes summarized on monthly statements. 2 years Monthly record of price changes of goods already in stock at the 2 years bookstore. Used in annual inventory. Record of returns by bookstore to vendors in order to receive credit. Final, approved, yearly budget for institution, usually in printed form. Summaries of final approved yearly budgets for institution Budget requests, including program plans for coming year, usually by cost center. Periodic reports of expenditures, usually by department or account 2 years 5 year Indefinite Eperm 5 year Canceled Checks Canceled Registration Files Cash Books Record of canceled registrations, including amount owed, reason, etc. Record of institution's cash transactions showing a running

3 balance Cash Disbursement Special journal used exclusively to Journals record disbursements of cash Cash Journal Journal of cash received Cash Receipts Receipts for cash sales or cash received. Cash Register Tapes Chart of Accounts List of the accounts used by an organization with each account usually assigned a number or code Check Register Book or original entry for all cash disbursements paid by check. Checks All checks Contracts - Grants - 3 yrs post Revenue & Related awarded grant information closing Subrecipient Cost Record analyzing cost for producing certain items or performing certain tasks. 6 years Delinquent Accounts Listing of students who owe money Report to university or college. Delivery Slips Documents sent with purchased goods indicating item(s) shipped. Employment Taxes 941, City taxes, School taxes, IT942 6 years Annual report of funds received Endowment Fund Historic expended by endowment accounts. Reports - Annual Archives May be inform of report to donors. Endowment Fund Periodic report of funds collected or Reports - Periodic expended by endowment accounts. / Statement by individual of award

4 Aid Award amounts disbursed. Contains name, Disbursement Records type, amount of award. Consolidated year-end report of / situation showing assets liabilities. / Usually broken down by major Report - Annual funding areas, such as academic students services areas. May include audit report. Fixed Asset Disposal Forms Fixed Asset Records Garnishment File - Classified Staff Garnishment Files - Contract Staff Garnishment Files - Faculty General Ledgers Grants Awarded Reports Inventory Control Record Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, correspondence regarding employee garnishment cases. File contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, correspondence regarding employee garnishment cases. File contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, correspondence regarding employee garnishment cases. after asset disposal Historic Archives Book containing a summary or detail Historic of all transactions affecting the 6 years Archives accounts of an institution. / records of grant money awarded for externally 5 years Eperm funded projects. 6 years

5 Investment Schedules Journal Entries Journals Letter of Credit Draw Down Files The means of entering details of a transaction into the accounting system. Journal entries are made in a journal later posted to a ledger. Entry also includes a brief explanation. The record in which / transactions are first recorded before being posted as a debit or credit to an account in a ledger. A chronological documentation of transactions. DHHS NSF Licenses Permits Any license or permit NEOUCOM Foundation(nonendowment) billing NEOUCOM Foundation(nonendowment) files 6 years 10 years 3 yrs post closing 3 yrs post closing Parking tickets - paid 1 year Parking Tickets - Unpaid 1year Petty Cash Records Purchase Orders Purchase Requisitions Purchasing Office's copy of order to a supplier authorizing purchase of goods. Forms used to order goods services. Receipts

6 Registers Royalty Payments Sales Receipts Reports other records held by Service Centers detailing charges for Service Center services performed. Includes Chargeback monthly billing reports, calculations Documentation for usage, copies of vouchers, bills, etc. Student Account Files Student Aid Billing Student Insurance Records Files on individual students' paid unpaid accounts, including loan applications, correspondence, account activity record, etc. Concerns students who withdrew or reduced credit hours were billed for the return of surplus aid money. Record of students enrolled in university or college health program. Subsidiary Ledgers A book of accounts of an institution. Surplus Property Records Travel Expenses Unemployment Insurance Payments Vending Commission Income Records Vouchers Record of expenses incurred on official travel. Used to receive reimbursement. 6 years Record of money received as commission on vending contracts for Conference Services A record of cash disbursement used to establish control over expenditures ensuring

7 appropriate approval for each transaction.