Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 3 Budget Records

 

 

***Annual Budget (CO 3-1) OBSOLETE

Please refer to the state schedule for Audited Financial Statements, SG 7-68.

 

Budget Apportionment Records (CO 3-2)

These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.

Retention

Retain for 5 years after close of the fiscal year and then destroy.

Suggested Primary Designation

Public.

(Approved 06/1991)

 

Budget Background Records (CO 3-3)

These records are used to assist in the preparation of department budget requests presented to the county commission.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:Utah Code 63G-2-302(1)(f) (2008)

(Approved 06/1991)

 

Budget Estimates and Justification Files (CO 3-4)

These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.

Retention

Retain for 5 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:Utah Code 63G-2-302(1)(f) (2008)

(Approved 06/1991)

 

Budget Information Files (CO 3-5)

These files document the adoption of the county's annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.

Retention

Retain for 1 year after budget has been adopted and then destroy.

Suggested Primary Designation

Public.

(Approved 06/1991)

 

Budget Working Files (CO 3-6)

These files contain working papers used to assist in the preparation of county budgets and to justify budget requests presented to the county commission. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.

Retention

Retain for 1 year after the close of the calendar year covered by the budget.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:Utah Code 63G-2-302(1)(f) (2008)

(Approved 06/1991)

 

Periodic Budget Reports (CO 3-8)

These are routine budget reports prepared monthly or quarterly. They document the status of county appropriation accounts and apportionment and are only used for reference purposes.

Retention

Retain for 1 year or until administrative need ends and then destroy.

Suggested Primary Designation

Public.

(Approved 09/1995)

 

Regular Budget Reports (CO 3-9)

These regular reports are prepared monthly and quarterly. They document the status of county accounts and apportionment comparing budgets and actual expenditures. They are used for audit purposes.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 09/1995)

 

Tentative Budget Files (CO 3-7)

These files contain tentative budget requests. "On or before the first day of the next to last month of every fiscal year, the budget officer shall prepare for the next budget year and file with the governing body a tentative budget for each fund for which a budget is required" (Utah Code 17-36-10 (1995)).

Retention

Retain for 5 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/1991)