Maricopa Community Colleges

Public Stewardship

Fiscal/Business Services

 

NO.   RECORD SERIES
YR.
 REMARKS
Budgeting
1 Adopted budget (fiscal operations copy)
3
 After fiscal year prepared
2 Notice of budget hearing
3
 After fiscal year prepared
3 Affidavit of publication
3
 After fiscal year prepared
4 Annual budgeted expenditure limitation report
3
 After fiscal year prepared
5 Documentation supporting budget estimates
3
 After fiscal year prepared
6 Budget revision documentation
3
 After fiscal year prepared
7 Internal budget reports
3
 After fiscal year prepared
Accounting Records
8 Journal entries
10
 After fiscal year prepared (per ADOR)
9 General journal
10
 After fiscal year prepared (per ADOR)
10 Special journals
10
 After fiscal year prepared (per ADOR)
11 Subsidiary ledgers
10
 After fiscal year prepared (per ADOR)
12 General ledger (single annual record copy)
10
 After fiscal year prepared (per ADOR)
13 Trial balances
3
 After fiscal year prepared
Unclaimed Property Records
14 Uncashed payroll checks/warrants
10
 After date issued (per ADOR)
15 Uncashed payment checks/warrants
10
 After date issued (per ADOR)
16 Unclaimed property reports required per ARS §44-307
5
 After date report is filed (ARS §44-323)
17 Supporting documentation not previously listed
5
 After date report is filed (ARS §44-323)
Cash Records
18 Lists of bank accounts
3
 After fiscal year prepared
19 Daily cash receipt summaries
3
 After fiscal year prepared
20 Ticket sales summaries
3
 After fiscal year prepared
21 Pre-numbered cash receipts
3
 After fiscal year prepared
22 Cash register tapes
3
 After fiscal year prepared
23 Voided transaction documents
3
 After fiscal year prepared
24 Mail receipt list
3
 After fiscal year prepared
25 Validated bank deposit slips
10
 After fiscal year prepared (per ADOR)
26 Daily cash register reconciliation report
3
 After fiscal year prepared
27 Accounts receivable aging schedules
3
 After fiscal year prepared
28 NSF checks and related documents
3
 After fiscal year prepared
29 Cash refund documents
3
 After fiscal year prepared
30 List of authorized check signers
3
 After fiscal year prepared
31 Disbursement vouchers
3
 After fiscal year prepared
32 Voucher supplements
3
 After fiscal year prepared
33 Expense accounting records including requisitions, purchase orders, claims, demands, vouchers, vendor invoices, receiving documents etc.
 
  a. Capital expenses exceeding $5,000 for land, buildings and improvements; $1,000 for vehicles, furniture and equipment
3
 After disposal of asset
  b. All others
3
 After fiscal year prepared
34 Petty cash records
3
 After fiscal year prepared
36 Check registers
10
 After fiscal year prepared (per ADOR)
37 Bank reconciliations
10
 After fiscal year preapred (per ADOR)
38 Bank statements and canceled checks
10
 After fiscal year prepared (per ADOR)
Plant Assets
39 Property control master list
1
 After fiscal year superseded
40 Capitalization policy
1
 After fiscal year revised or updated
41 Fiscal year-end plant assets lists
3
 After fiscal year prepared
42 Acquisitions lists
3
 After fiscal year prepared
43 Disposal lists
3
 After fiscal year prepared
44 Construction-in-progress lists
3
 After fiscal year prepared
45 Reconciliations of capital expenditures to capital acquisitions
3
 After fiscal year prepared
46 Property control records
 
  a. Titles to assets (vehicles etc.)
-
 After fiscal year asset disposed of
  b. Disposition documents (sales, trade-ins, catastrophic loss etc.)
3
 After fiscal year prepared
  c. Lost/stolen reports
3
 After fiscal year prepared
  d. Transfer documents
3
 After fiscal year prepared
  e. Disposal authorization
3
 After fiscal year disposal completed
47 Physical inventory records
 
  a. Plant assets
3
 After fiscal year prepared
  b. Supplies inventories
3
 After fiscal year prepared
48 Insurance files
3
 After fiscal year of policy expiration
49 Depreciation schedules
1
 After fiscal year revised or updated
50 Auction/sale files
3
 After fiscal year prepared
51 Annual property control reports
2
 After fiscal year prepared
52 Warranty records
-
 After fiscal year expired or property disposed of
Payroll
53 Employers copies of required IRS forms including W-4
3
 After calendar year prepared (Rev. Proc. 84-77)
54 Voluntary deduction records
4
 After calendar year contribution made
55 Employee status changes
3
 After calendar year prepared
56 State retirement system applications
-
 File in employee personnel file
57 Employee time and leave records
3
 After fiscal year prepared (29 CFR 516.6)
58 Direct deposit requests
3
 After canceled or superseded
59 Payroll registers (gross to net)
4
 After calendar year prepared (26 CFR 31.6001-1)
60 Earning summaries
 
  a. Annual
4
 After calendar year prepared (26 CFR 31.6001-1)
  b. Quartely, monthly etc.
1
 After calendar year created
61 Cancelled payroll checks; copies of direct deposit slips
5
 After fiscal year received or prepared
62 Payroll distribution reports
6wks
 After end of pay period
63 Payment exception reports
3
 After fiscal year prepared
64 Documentation supporting remittances of employee withholdings and employer contributions
4
 After calendar year prepared (26 CFR 31.6001-1)
65 W-3 transmittal of wages and tax records to Social Security Administration
4
 After calendar year
66 W-2 records or remuneration paid to employees
4
 After the date of such tax for the return period (26 CFR 31.6001-1)
67 Undeliverable W-2 withholding statements (all copies)
4
 After the date of such tax for the return period (26 CFR 31.6001-1)
68 Records of transmittal of withholding to IRS and AZ Department of Revenue
4
 After calendar year of transmittal (26 CFR 31.6001-1)
69 Employee benefit files including group insurance
6
 After termination of employment (29 USC 1113)
70 Miscellaneous deduction register
2
 After fiscal year prepared
71 Work study reports
3
 After fiscal year prepared
Travel
72 Travel requests (approved)
3
 After fiscal year prepared
73 Travel advance records
3
 After fiscal year prepared or received
74 Travel claims
3
 After fiscal year prepared
Sponsored Programs
  NOTE: Retain records per the terms of the specific contract/grant award; or by the total below if no retention period is stated in the contract/grant award
 
75 Program budgets
3
 After termination of program
76 Program proposal
3
 After termination of program
77 Award document
3
 After termination of program
78 Acceptance document
3
 After termination of program
79 Program agreement/contract (including reports of changes)
6
 After termination of program
80 Letter of credit
3
 After termination of program
81 Request for advance
3
 After termination of program
82 Request for reimbursement
3
 After termination of program
83 Report of expenditures incurred
3
 After termination of program
84 Report of monies received
3
 After termination of program
85 Matching share agreements (contracts)
6
 After termination of program
86 Documents supporting valuations of in-kind contributions (including time summaries, cost documentation, depreciation schedules, lease agreements)
3
 After termination of program
87 Program procedures
3
 After termination of program
88 Reports of cash transactions
3
 After termination of program
89 Reports of financial status of programs
3
 After termination of program
90 Summary of progress and findings
3
 After termination of program
91 Statement of indirect costs
3
 After termination of program
92 Detailed cost summaries
3
 After termination of program
93 Indirect cost proposals
3
 After termination of program
94 Indirect cost formulas
3
 After termination of program
95 Program audit reports (by sponsors)
5
 After fiscal year received
96 Grant files not related to federally funded projects and non-renewable grants
3
 After fiscal year of final voucher payment (confirm with specific requirements of funding agency)
97 Grant files related to federally funded projects and renewable grants
3
 After fiscal year of final voucher payment (confirm with specific requirements of funding agency)
Auxiliary Enterprises and Services
98 Fee schedules and price lists
3
 After fiscal year revised
99 Credit and refund policies/procedures
3
 After fiscal year revised
100 Balance sheets
3
 After fiscal year prepared
101 Statement of revenues, expenditures and changes in fund balance
3
 After fiscal year prepared
102 Statement of changes in financial position
3
 After fiscal year prepared
103 Statement of fees charged and expenditures incurred
3
 After fiscal year prepared
Financial Statements
104 Audited financial statements (formerly balance sheets, statements of changes in fund balances, statements of current funds, notes to financial statements)
3
 After fiscal year prepared
105 Requests for extension of time to file statements
3
 After fiscal year prepared
Financial Policy Documents
106 Trial balances (also item 13)
3
 After fiscal year prepared
107 Schedules of all bank accounts
3
 After fiscal year prepared
108 Bank account reconciliations (also item 37)
10
 After fiscal year prepared
109 Schedules of cash on deposit with the County Treasurer
3
 After fiscal year prepared
110 Schedules of all bank transfers
3
 After fiscal year prepared
111 Schedules of all district held investments
3
 After fiscal year prepared
112 Schedules of all trustee held investments
3
 After fiscal year prepared
113 Schedules of inter-fund payables and receivables
3
 After fiscal year prepared
114 Schedule of receivable taxes
3
 After fiscal year prepared
115 Schedules of accounts receivables and similar assets
3
 After fiscal year prepared
116 Schedules of prepaid expenses
3
 After fiscal year prepared
117 Schedules of student loans receivables
3
 After fiscal year prepared
118 Schedules of allowances for uncollectable student loans
3
 After fiscal year prepared
119 Schedules of inter-fund transfers
3
 After fiscal year prepared
120 Schedules of all accrued payroll and employee benefits expenses
3
 After fiscal year prepared
121 Schedules of contributions to AZ State Retirement System
3
 After fiscal year prepared
122 Schedules of accumulated employee leave and compensatory time
3
 After fiscal year prepared
123 Schedule of contingent liabilities
3
 After fiscal year prepared
124 Schedules of sponsored programs
3
 After fiscal year prepared
125 Schedules on insurance coverage in force
3
 After fiscal year prepared
126 Schedules of general oblicaton bonds payable
3
 After fiscal year prepared
127 Schedules of revenue and refunding bonds payable
3
 After fiscal year prepared
128 Schedules of irrevocable trust activity
3
 After fiscal year prepared
129 Schedules of capital, installment purchases and operating lease agreements
3
 After fiscal year prepared
130 Lists of all adjusting journal entries
3
 After fiscal year prepared
131 Schedule of full time student equivalents
3
 After fiscal year prepared
132 Chart of accounts
3
 After fiscal year prepared
133 Organizational charts (finance copy)
3
 After fiscal year prepared
134 Summary of related party transactions
3
 After fiscal year prepared
135 Journal entries and supporting documents (also item 8)
10
 After fiscal year prepared
136 District accounting policies and procedures (finance copy)
3
 After fiscal year updated or revised

Note: There is no #35 listed on the ASLAPR-approved schedule.