State Agency Schedule 2
Budget Records

 

 

***Annual Budget Reports (SG 2-2) UPDATED

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

 

Block Grant Monthly Reports (SG 2-3)

Monthly reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.

Retention

Retain by agency for 3 years and then destroy.

(Approved 07/1990)

 

Block Grant Yearly Reports (SG 2-4)

Annual reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.

Retention

Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.

(Approved 07/1990)

 

Budget Apportionment Files (SG 2-5)

Apportionment and reapportionment schedules, proposing monthly obligations under each authorized appropriation.

Retention

Retain by agency for 3 years and then destroy.

(Approved 10/2001)

 

Budget Background Records (SG 2-6)

Records used to assist in the preparation of the division budget and to justify budget requests presented to the department director. They also contain work programs, etc.

Retention

Retain by agency for 3 years and then destroy.

(Approved 07/1990)

 

Budget Estimates and Justification Files (SG 2-7)

Copies of budget estimates and justification prepared or consolidated in formally organized budget offices. Included are appropriation language sheets, narrative statements, workload/expansion plans and related schedules and data.

Retention

Retain by agency for 3 years and then destroy.

(Approved 10/2001)

 

***Budget Policy Files (SG 2-8) UPDATED

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

 

***Grant Case Files (SG 2-9)

Please refer to the state schedule for Grant Records (SG 7-70).

 

Grant Control Files (SG 2-10)

Indices, registers, logs, or other records relating to control of assigning numbers or identifying projects, applications, and grants.

Retention

Retain by agency until superseded or obsolete and then destroy.

(Approved 07/1990)

 

Periodic Budget Reports (SG 2-11)

Monthly or routine reports on the status of agency appropriation accounts and apportionment, excluding Annual Budget Reports.

Retention

Retain by agency for 3 years after the close of the fiscal year and then destroy.

(Approved 07/1990)

 

Unsuccessful Grant Application Files (2-12)

Rejected or withdrawn grant applications, memoranda, correspondence, and other records relating to the decision to reject the grant proposal.

Retention

Retain for 1 year after rejection or withdrawal and then destroy.

(Approved 07/1990)

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Page Last Updated June 20, 2017 .