Utah Department of Administrative Services

Division of Archives & Records Service

Dept. of Corrections Schedule 6: Financial Records

 

 

6-1. ACCOUNTS RECEIVABLE INVOICES

Invoices billing non-state agencies or institutions for supplies, services or repairs.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-2. ACCOUNTS RECEIVABLE WORKSHEETS

These worksheets are used to reconcile the quarterly profit and loss statements for the Division of Correctional Industries. Includes production balances and accounts receivable totals.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-3. ADMINISTRATIVE ACCOUNTING FILES

Correspondence, reports and data relating to voucher preparations, administrative audit, and other accounting and disbursing operations.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-4. BUDGET PLANNING FILES

Records used to assist in the preparation of the Department's budget and to justify budget requests presented to the Governor's Office. Includes working papers, cost estimates, rough data accumulated in the preparation of annual budget estimates, narrative statements, reports on the status of appropriation accounts and apportionment, quarterly and annual reports regarding the effectiveness of the budget as a whole.

Retention

Permanent. May be transferred to the State Archives with the authority to weed.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-5. BUDGET RECORDS

Records used to assist in the preparation of the divisional budgets and to justify budget requests to the Department director.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-6. CASH RECEIPTS

Departmental copies of receipts given for cash payments of services rendered.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-7. COMMISSARY ACCOUNTING FILES

Provides a record of sales and purchases made by the inmate's commissary. The files are used in a monthly audit of the commissary as well as managing the commissary's inventory. Includes financial statements, accounts payable, balance sheets, audit and payment detail to vendors, and inventory control documents.

Retention

Retain by agency for 7 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-8. COMMISSARY PURCHASE REQUISITIONS

Requisitions for purchase of products for resale in the commissary. Includes description of item, quantity ordered, Unit Pricing Code (UPC) Number, price of product, department ordering, low organization, date of delivery, date ordered, date received, initials of receiver and name, address and phone number of vendor.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-9. CORRECTIONAL INDUSTRIES SALES ORDERS

Provides a record of orders placed with the Division of Utah Correctional Industries. These files are used for billing, production scheduling, and delivery. Includes the job number, entry date, customer data, ICI data, bill to data, sold to data, quantities, production number, description, delivery date, unit price and taxes.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-10. DEPOSITS WITH STATE TREASURER (FI-33)

Cash receipt transaction forms accompanying Department deposits to the State Treasurer's Office.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-11. EMPLOYEE TRAVEL FILES

Records documenting reimbursements to employee for travel related expenses. Includes travel orders, travel authorizations, travel vouchers, travel requests, per diem vouchers, transportation requests, hotel reservations, and all supporting documents.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-12. FINANCIAL INFORMATION NETWORK (FI-NET) NON-PAYMENT RECORDS

Records that document receipt of cash or transfers between state agencies in the state accounting system, and other relevant information. Includes cash receipts, inter-agency transactions, and revenue transactions.

Retention

Retain by agency for 3 years after the end of the fiscal year in which they were initiated and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-13. FIRMS REPORTS

Reports of accounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, and accounting reports; and bank reconciliations.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-14. FOOD ITEM PURCHASE LOG

Provides a record of the current prices paid for food items purchased by the Food Services Section of the Prison. The logs are used for budgeting and ordering future items. Includes price paid, vendor's name, current status of contract and the food item.

Retention

Retain by agency until updated and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-15. FOOD SERVICE PURCHASE ORDERS AND EXTENDED BIDS

Provides a record of all food items purchased by the Department. Includes warrant requests, invoices, produce bids, adjustment forms and correctional requisition forms.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-16. INMATE JAIL REIMBURSEMENT BILLINGS

Provides a record of billings by county correctional facilities for housing and medical attention given to inmates. Includes the inmates name, housing and medical costs, dates of residency, and signature of authorized agency allowing reimbursement. A warrant request is attached to each billing for payment by the state.

Retention

Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-17. PAYCHECK SIGN-OFF SHEET FILES

Provides documentation that an employee has received their paycheck. Includes: pay period, date, name of employee, and signature of employee.

Retention

Retain by agency for 6 months and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-18. PRELIMINARY PAYROLL FILES

Computer-produced, two part documents sent by Finance to the Department to record final corrections or adjustments regarding employees' pay.

Retention

Retain by agency for 3 months and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-19. PURCHASE ORDERS

Orders used to document the purchase transaction and to notify the division of purchase approval.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-20. SUPPLY REQUISITIONS

Requisitions for supplies and equipment purchased by the Department.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-21. TELEPHONE BILLS

Bills which document calls made by the Department. Includes the number called and the length, time, and date of phone call.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-22. UTAH CORRECTIONAL INDUSTRIES PROFIT AND LOSS STATEMENTS

Provides a quarterly report of the fiscal activity of the Utah Correctional Industries (UCI). The statements are used to determine trends for future growth and as a indication of problems within an individual shop. Includes agriculture and summary statements, balance totals by quarter by shop, and by manufacturing area.

Retention

Retain by agency for 7 years then transfer to the State Archives.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-23. WAREHOUSE PURCHASE REQUISITIONS

Provides a record of all food that was transferred from the warehouse to the respective kitchens. Includes requester identification data, requisition number, accounting data, bin location number, quantity, item number, description or specifications, unit price, and total amount of request.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

6-24. WARRANT REQUESTS

Requests to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the Department.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000