MCCCD Records & Information Management (RIM)
Financial
| NO. | RECORD SERIES | YR. |
REMARKS | MCCCD-Specific Keywords+ | |
Supersedes schedule dated October 17, 2011 |
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| 1 | Accounts payable and receivable records (including: claims, demands, advance records and vouchers; travel requests (approved); fund transfer records;purchase orders; receiving documents, invoices and receipts; insuficient funds (NSF) and returned check records; credit card authorization records; cash transaction records (including petty cash records, receipts, summaries--daily receipts and sales, cash register tapes, voided transaction records, mail receipt lists, cash register reconciliation reports, refund records, and other related records) | travel request form, official function form, membership form, expense claim form, petty cash voucher, supply requisition, business forms | |||
| a. | Official record | ||||
| i. State Agencies, Boards and Commissions | 5 |
After fiscal year created or received | |||
| ii. School districts and charter schools | 4 |
After fiscal year created or received | |||
| iii. All other public bodies | 3 |
After fiscal year created or received | |||
| b. | All other copies | 1 |
After fiscal year created or received | ||
| 2 | Banking records (including bank statements, warrant registers, reconciliation records, transfers, deposits, and other related records) | ||||
| a. | Checks/warrants (cancelled or voided) | ||||
| i. State Agencies, Boards and Commissions | 5 |
After fiscal year returned or voided | |||
| ii. All other public bodies | 3 |
After fiscal year returned or voided | |||
| b. | All other records | 7 |
After fiscal year created or received (per Arizona Department of Revenue requirement) | ||
| 3 | Budget records (including approved and appropriated budget, fund requests, internal reports, worksheets, calculations, revenue projections, notices of budget hearings, affidavits of publication and supporting documentation) | ||||
| a. | Official record of approved and appropriated budget | Perm |
Preserve pursuant to ARS §39-101 | ||
| b. | All other records (including copies of approved and appropriated budget) | ||||
| i. School districts and charter schools | 4 |
After fiscal year covered by budget | |||
| ii. All other public bodies | 3 |
After fiscal year covered by budget | |||
| 4 | Capital asset records | ||||
| a. | Capital equipment and property inventories | 3 |
After fiscal year superseded or obsolete | ||
| b. | Captialization policies | 1 |
After fiscal year superseded or obsolete | ||
| c. | Depreciation schedules | 1 |
After fiscal year superseded or obsolete | ||
| d. | All other records including invoices, receipts, property control records (including lost/stolen reports, obsolete/damaged items listings, amortization records, transfer records, and disposition records including auction/sales, trade-ins and catastrophic loss), contracts, leases and other related records for capital expenses, including land, building and equipment | 3 |
After fiscal year of disposal of property but less than 6 years after property acquired | ||
| 5 | Census bureau reports | - |
After superseded or obsolete | ||
| 6 | Comprehensive database as defined by ARS §41-725 | 3 |
After fiscal year created or received | ||
| 7 | Deposits with Treasurer | 3 |
After fiscal year deposit made | ||
| 8 | Financial management records (including lists of authorized check signers; accounting records including general/special journals, general/special/subsidiary ledgers and journal entry records; trial balances; credit and refund policies/procedures; statements of fees charged and expenditures incurred; lists of adjusting journal entries; summary of related party transactions; advice of encumbrance an dlists of liabilities; gift and donation records (including tax credit receipt forms); and schedules of all bank accounts (chart of accounts); all investments (including trustee held investments); fees and price lists; student records (including student loan receivables, allowances for uncollectible student loans, and full time student equivalents); accounts receivable and similar assets; accounts payable and similar liabilities; contributions to retirement systems; sponsored programs; receivable taxes; prepaid expenses; inter-fund payables, receivables and transfers; contignent liabilities; insurance coverage; irrevocable trust activity; capital, installment purchases and operating lease agreements; and other related records) | 3 |
After fiscal year created or received | ||
| 9 | Financial reports | ||||
| a. | Annual financial statement, general ledger annual summary, or comprehensive annual financial report (CAFR) | Perm |
Preserve pursuant to ARS §39-101 | ||
| b. | All other detail or summary reports including weekly, monthly and ad hoc reports and work papers; affidavits of publications of annual financial reports | ||||
| i. State Agencies, Boards and Commissions | 5 |
After fiscal year created or received | |||
| ii. School districts and charter schools | 4 |
After fiscal year created or received | |||
| iii. All other public bodies | 3 |
After fiscal year created or received | |||
| 10 | Internal Revenue Service (IRS) and Department of Revenue (ADOR) forms and reports and applicable state forms and reports for out-of-state employees (including W-2's and 1099 R's (including undeliverable), 1099 Misc. records and other related records documenting remuneration and withholdings of employees and retirees) | 4 |
After fiscal year contributions were due or paid | ||
| 11 | Invesment records (including trade tickets, security transaction advises, summary investment reports and other related recods) | 3 |
After fiscal year investment abandoned | ||
| 12 | Lien records (records documenting liens placed on property for debt owed public body) | 7 |
After fiscal year lien paid in full | ||
| 13 | Medicaid in public schools (MIPS) records (school districts and charter schools only) | 5 |
After fiscal year of receipt of final payment | ||
| 14 | Payroll records | ||||
| a. | Retirement system contribution records | 40 |
After fiscal year contribution made | ||
| b. | Deferred compensation records | ||||
| i. Deposit records | 20 |
After fiscal year deposit made | |||
| ii. Quarterly reports | 3 |
After fiscal year created or received | |||
| c. | Direct deposit records | ||||
| i. Confirmation reports | 6mo |
After received | |||
| ii. All other records | 3 |
After fiscal year created or received | |||
| d. | Employee personnel/payroll data add-change-delete records (finance copy of Personnel Action Forms and including pay or position change notices; additions to payroll; terminations; promotions; demotions; transfers; retirement system applications; records documenting voluntary deductions such as contributions to savings account, saving bond purchases; direct deposit requests; garnishment orders; and other related records) | 3 |
After fiscal year superseded or obsolete | ||
| e. | Employee time and leave records (including overtime and comp time records) | ||||
| i. Offical record | |||||
| 1. School districts and charter schools | 4 |
After fiscal year created or received | |||
| 2. All other public bodies | 3 |
After fiscal year created or received | |||
| ii. All other copies | 1 |
After fiscal year created or received | |||
| f. | All other records (including payroll registers (gross and net), annual earning summaries, payroll adjustments and reimbursements, payroll voided checks, and other records documenting all remuneration made to employees, employers contributions and all Social Security contributions and adjustments) | 4 |
After fiscal year contributions were due or paid | ||
| 15 | Third party collection agency records | ||||
| a. | Accounts assigned to outside collection agency | 7 |
After date of last charge to account | ||
| b. | Statement and reconciliations | 7 |
After fiscal year created or received | ||
| 16 | Unclaimed property records | ||||
| a. | Report submitted to Arizona Department of Revenue (ADOR) per ARS §44-323 | 5 |
After fiscal year created or received | ||
| b. | Un-cashed checks | 5yr6mo |
After fiscal year created | ||
| c. | All other records | 7 |
After fiscal year created or received | ||
+The retention schedules are developed by the Arizona State Library, Archives and Public Records; the internal words used by MCCCD may differ than those shown on the schedule. Look for the "type" of item rather than a specific word, i.e., instead of "official function form" consider that it is a form MCCCD uses to support a purchase and review the Finance schedule for the retention period of similar items.
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