Kansas Records Retention Schedules

Results of Query:

Agency Code: 046-001 (Department of Agriculture. Office of the Secretary)
Subagency: Fiscal Operations

Page 1 of 1 showing 17 records of 17 total, starting on record 1

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Fiscal Operations

SERIES ID	0007-046
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0008-046
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0009-046
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0006-046
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.
RETENTION	008 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 5 fiscal years, then transfer to the archives. Supersedes general schedule.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0015-046
TITLE	Imprest Fund
DESCRIPTION	Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA from 152-"Checkbook Record--Imprest Fund."
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0016-046
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	See Comments
COMMENTS	Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0017-046
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records relating to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0018-046
TITLE	Petty Cash Records
DESCRIPTION	Documents related to petty cash accounting: DA-71 thru 73.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0019-046
TITLE	Purchase Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0020-046
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0021-046
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0317-046
TITLE	Regulated Entities Audit Reports
DESCRIPTION	Audit reports, supporting documentation, and correspondence, including final audit reports, working documents, fee and penalty calculations, accounting practices, and business records relating to audits of regulated entities.
RETENTION	010 fisc yrs
COMMENTS	Records related to any audit leading to an evidentiary hearing will be retained in the Legal Division under 0311-046, Appeal Files.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(1), (2), (11), (20), (25), (30), (31); K.S.A. 45-221(b).
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0022-046
TITLE	SHaRP Reports
DESCRIPTION	Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
RETENTION	005 fisc yrs
COMMENTS	Retain electronic or paper copy 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0024-046
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series used to adjust financial account balances.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0023-046
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA 120.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0025-046
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0026-046
TITLE	Vouchers - Travel
DESCRIPTION	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116