RECORD RETENTION AND DISPOSTION SCHEDULE

DEPARTMENT: State of New Jersey Four Year College

DIVISION: Administrative and General Records

BUREAU: Business Services

Records
Series #

Record Title & Description

Retain In

Disposition

Agency

Records Center

0001-0000

Accounts Receivable Request
Used by agencies to establish an account receivable in a revenue account.

7 years

0002-0000

Advice of Charge
Notifies which accounts need to be charged. Forms list the following information: pay number; pay period, fiscal year, appropriate account number cost center gross salary food maintenance and net cash salary.

7 years

0003-0000

Advice of Dishonored Check
Used to record a bank charge representing checks submitted for payment and subsequently dishonored by a bank.

7 years

0004-0000

Agency Application to Obligate Funds
Used to obligate funds for direct purchase, annual contract authorization and special procurement authorization.

7 years

0005-0000

Agency Contract Obligation
Used to obligate funds in a specific appropriation account for an approved agency contract. Used only when agency has authority to enter into a formal contract.

7 years

0006-0000

Agency Purchase Orders Back Orders/Payments list
List of back orders and payments for agency purchase orders.

7 years

0007-0000

Allotment Adjustment

7 years

0008-0000

Appropriation Account Number – Agency Request

7 years

0009-0000

Bank Statement
Statement reflecting the status of an agency’s accounts.

7 years

0010-0000

Bid File
File contains: advertised bid proposal, college request for quote, on-site inspection log, on-site inspection sign-in, affirmative action bid supplement, register of bid proposals, vendors requesting bids packets, summary of telephone quotations and supporting documentation.

0010-0001

Bid File - Approved

7 years

0010-0002

Bid File – Denied

7 years

0011-0000

Budget File
Contains: budget appropriation handbook, planning documents, department budget request, budget allocation notice, supplement budget request and supporting documentation.

0011-0001

Budget Appropriation Handbook (original)

Permanent

0011-0002

Budget Appropriation Handbook (copy)

7 years

0011-0003

Budget Planning Documents (original)

7 years

0011-0004

Budget Planning Documents (copy)

3 years

0011-0005

Departmental Budget Request (original)

7 years

0011-0006

Departmental Budget Request (copy)

3 years

0011-0007

Budget Reallocation Notice

7 years

0011-0008

Supplemental Budget Request

7 years

0012-0000

Cancelled Check

7 years

0013-0000

Cash Receipt

3 years

0014-0000

Central and College Storeroom Requisition

0014-0001

Central and College Storeroom Requisition (original)

7 years

0014-0002

Central and College Storeroom Requisition (copy)

3 years

0015-0000

Certificate of Debit and Credit

7 years

0016-0000

Change/Cancel Agency Purchase Order/Invoice
Used by state agencies to make adjustments to agency purchase order/invoice.

7 years

0017-0000

Change/Cancel Obligation
Used to change any open obligation such as a purchase bureau order, purchase bureau contract, agency application to obligate funds or agency contract.

7 years

0018-0000

Check Register
Contains: reconciliation sheet, outstanding checklists and copies of checks issued.

7 years

0019-0000

Check Request Form
Used for reimbursement payments.

7 years

0020-0000

Check Stub

7 years

0021-0000

Contracts and Amendments
Formal contracts between state agencies and qualified vendors for the furnishing of goods and services to state agencies. May include copies of specifications advertised bit proposal and other correspondence.

0021-0001

Contracts and Amendments – Awarded (signed and support material)

7 years after completion of contract

0021-0002

Contracts and Amendments – Awarded (copies)

3 years after completion of contract

0021-0003

Contract and Amendments – Cancelled

3 years after submission

0021-0004

Contract and Amendments –Voided

3 years after submission

0022-0000

Daily Transmittal of Income

0022-0001

Daily Transmittal of Income (original)

7 years

0022-0002

Daily Transmittal of Income (copy)

3 years

0023-0000

Data collection and Control Forms
Form used in calculating data entry processing charges.

3 years

0024-0000

Deferred Compensation File – Termination, Disability and Retirement

7 years after termination of policy

0025-0000

Deferred Revenue Adjustments
Used to separate funds of the current year cash revenue deposits that will be applied in future years. May be used in conjunction with the transmittal of receipts dishonored revenue check and revenue refunds.

7 years

0026-0000

Deposit Slip

7 years

0027-0000

Disbursement Log

7 years

0028-0000

Duplication/Copier File
Contains: duplicating job request, departmental duplication account list, copier count sheet, duplication and copier financial/statistical reports and supporting documentation.

7 years

0029-0000

Financial Records System Printout Reports
The on-line financial recording system utilized by higher education institution throughout the state.

7 years

0029-0001

Account Statement in Whole Dollars of Debits and Credits

7 years

0029-0002

Accruals Purchasing Reports-Invoices and Vouchers

7 years

0029-0003

Attribute Record List

7 years

0029-0004

Batch File List/Discount Table/Tax and Currency Table

7 years

0029-0005

Batch File Monthly List

7 years

0029-0006

Cash Report y Bank of Accounts and Balances

7 years

0029-0007

Cash Requirements for Vouchers Report

7 years

0029-0008

Chart of Accounts Campus – Wide

7 years

0029-0009

Daily Cash Journal
Book of original entry, recording transactions in chronological order.

7 years

0029-0010

Duplicate Invoice File List

7 years

0029-0011

General and Subsidiary Ledgers Status Listing

3 years

0029-0012

General Ledger Account Summary
A central listing of all activities for an account within a particular time period.

Permanent

0029-0013

General Ledger by Account Control

Permanent

0029-0014

Invoices not Transferred to Accounts Payable

7 years

0029-0015

Missing Invoices Report

7 years

0029-0016

Missing Receipt Report

7 years

0029-0017

Monthly Cash Disbursement Register-Name and Check Number Sequence

7 years

0029-0018

Open Commitment/Purchase Orders Status

7 years

0029-0019

Open Purchase Orders

7 years

0029-0020

Outstanding Check List

7 years

0029-0021

Outstanding Vouchers

7 years

0029-0022

Prior and Current Year Comparative Statement Account

7 years

0029-0023

Purchase Orders

7 years

0029-0024

Purchase Orders – Accounting

7 years

0029-0025

Purchase Orders – Accounts Payable

7 years

0029-0026

Purchase Orders Audit Report

7 years

0029-0027

Purchase Orders Change Audit Register

7 years

0029-0028

Sub code Description

7 years

0029-0029

Subsidiary Ledger Account Summary
A listing of specialized accounts of daily transactions that are verified against the controlling accounts in the General Ledger.

7 years

0029-0030

Summary Report in Whole Dollars of Debits and Credits

7 years

0029-0031

Transaction for General and Subsidiary Ledgers

7 years

0029-0032

Vendor Analysis/Status Snapshot

7 years

0029-0033

Vendor Directory

As updated

0029-0034

Vendor Master List

As updated

0029-0035

Year – to – Date Disbursement Report

7 years

0030-0000

Fine System Input Form

3 years

0031-0000

Fleet Policy Data
Contain: vehicle make, style, year, license number, purchase price, insurance value, rating, class, garage, and supporting documentation.

3 years after disposal of vehicle

0032-0000

Gasoline/Oil Credit Card Transaction File
Contains the charge slip and monthly printouts of summary of transaction submitted by vendor.

7 years

0033-0000

Insurance Policy file – Life, Disability, and Workers Compensation

7 years after termination of policy

0034-0000

Invoice

0034-0001

Invoice (original)

7 years

0034-0002

Invoice (copy)

3 years

0035-0000

Letter of Transmittal

0035-0001

Letter of Transmittal (original)

7 years

0035-0002

Letter of Transmittal (copy)

3 years

0036-0000

Matching Funds Debit and Credit for all Matching Funds

7 years

0037-0000

Monthly Agency Purchase Order Blanket Order Payments

7 years

0038-0000

Payroll File
Records dealing with the reimbursement of paid employees in state agencies.

7 years

0039-0000

Payroll Signature Sheet File
Sheets identifying employees that have received payroll checks.

7 years

0040-0000

Payroll Salary Correction – Journal Entry

7 years

0041-0000

Petty Cash Fund Reimbursement
Used to request reimbursement for expenditures made from agency’s petty cash fund.

7 years

0042-0000

Provisional Insurance Report

7 years after termination of policy

0043-0000

Purchase Orders

0043-0001

Purchase Orders (original)

7 years

0043-0002

Purchase Orders (copy)

3 years

0044-0000

Purchase Orders Log

7 years

0045-0000

Reallocation of Funds

0045-0001

Reallocation of Funds (original)

7 years

0045-0002

Reallocation of Funds (copy)

3 years

0046-0000

Receipt – Petty Cash

0046-0001

Receipt – Petty Cash (original)

7 years

0046-0002

Receipt – Petty Cash (copy)

3 years

0047-0000

Receivable/Reappropriation Journal Entry
Used to cancel to reduce unexpected funds in an appropriate account while reducing the accounts receivable balance of the corresponding revenue account.

7 years

Refunds of Disbursement
Used to record the refunds of non-salary disbursements.

0049-0000

Refund of Disbursement (record copy)

7 years

0050-0000

Request for Estimate – College Graphics Studio

0050-0001

Request for Estimate – College Graphics Studio (original)

7 years

0050-0002

Request for Estimate – College Graphics Studio (copy)

3 years

0051-0000

Request for Materials and Services

0051-0001

Request for Material and Services (original)

7 years

0051-0002

Request for Materials and Services (copy)

3 years

0052-0000

Request for Prospective Candidates Budget Approval

7 years

0053-0000

Requisition
Used to reserve funds in anticipation of establishing an obligation (purchase order/purchase contract) for the acquisition of goods or services.

7 years

0054-0000

Requisition Changed
Used to cancel and increase or decrease an outstanding or open requisition balance or to change or correct the buyer code.

7 years

0055-0000

Revenue Account Number
Used to establish new revenue accounts on the revenue balance master file.

7 years

0056-0000

Revenue Refund Adjustments
Used to record the correction of previously entered revenue refund vouchers.

7 years

0057-0000

Revenue Refund Voucher
Used to submit a request for payment of refunds of revenue.

7 years

0058-0000

Schedule of Payee Name and Address (for use with invoice)
Used in conjunction with the invoice to request separate payments to many different payees while charging the same appropriation account.

7 years

0059-0000

Schedule of Payee Name and Address (for use with revenue refund voucher)
Used to request separate revenue refund payments to many different payees while charging the same revenue account number for all payees.

7 years

0060-0000

Storeroom Order Form

3 years

0061-0000

Transfer of Appropriation

7 years

0062-0000

Transmittal of Receipts
Used to record anticipated appropriated inter fund and non revenue receipts.

7 years

0063-0000

Transmittal of Revenue Refund Returns
Used to record the return of revenue refunds.

7 years

0064-0000

Travel File
Contains: travel authorization, travel request, travel expense invoice/report, faculty/staff travel absence form, and supporting documentation.

0064-0001

Travel File (original)

7 years

0064-0002

Travel File (copy)

3 years

0065-0000

Vehicle Accident Report

3 years

0066-0000

Vehicle Assignment Log

7 years after final entry

0067-0000

Vehicle Maintenance/Repair Order

3 years

0068-0000

Vehicle Usage Record
Records dealing with the activities of agency-owned motor vehicles.

3 years after disposal of vehicle by department