Kansas Records Retention Schedules

Results of Query:

Agency Code: 373 (Kansas State Fair. )

Page 1 of 1 showing 65 records of 65 total, starting on record 1

Agency Number: 373-001
Kansas State Fair

SERIES ID	0001-373
TITLE	941 Quarterly Federal Tax Report
DESCRIPTION	Report listing the amount of taxes withheld from State Fair employees to ensure proper credit is given to employees and is used in conjunction with W-2 forms.
RETENTION	See Comments
COMMENTS	Retain 4 years after due date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0002-373
TITLE	Board Correspondence and Bulletin Files
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain original minutes permanently, but lend to the archives for microfilming; discard duplicate copies when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0003-373
TITLE	Board Meeting Minutes
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain original minutes permanently, but lend to the archives for microfilming; discard duplicate copies when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0004-373
TITLE	Board Personnel Files
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain 10 years after termination of service, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0005-373
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	002 fisc yrs
COMMENTS	Supersedes general schedule.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0006-373
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals.
RETENTION	See Comments
COMMENTS	Retain all copies not in Complete Budget Books until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0007-373
TITLE	Building Rental Contract Files
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0008-373
TITLE	Calendar of Events
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0009-373
TITLE	Check Registers for local Bank Accounts
DESCRIPTION
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0010-373
TITLE	Checks Written on Local Bank Accounts - Cancelled Originals
DESCRIPTION
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0011-373
TITLE	Checks Written on Local Bank Accounts - Copies
DESCRIPTION
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0012-373
TITLE	Complete Budget Books
DESCRIPTION	Binders containing copies of annual budget requests and other important documents related to financial matters.
RETENTION	See Comments
COMMENTS	Retain 2 copies for each fiscal year permanently, transfer 3rd copy to the archives after end of fiscal year, then discard other copies when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0013-373
TITLE	Contracts - Agency
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0014-373
TITLE	Correspondence - Central Subject Files
DESCRIPTION
RETENTION	010 cldr yrs
COMMENTS	Retain 10 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0015-373
TITLE	Correspondence - Duplicate Files Maintained by Staff
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0016-373
TITLE	Correspondence - Read Files (Chronological)
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0017-373
TITLE	Daily Reports of Tickets Sold by Each Seller
DESCRIPTION
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0018-373
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0019-373
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0020-373
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0021-373
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0022-373
TITLE	Enrollment Forms
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain 10 years after termination, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0023-373
TITLE	Entertainer Contract Files
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0024-373
TITLE	Entertainers' Federal Tax Report
DESCRIPTION	Earnings report (reporting form 1099) and supporting documentation detailing payments made to entertainers.
RETENTION	See Comments
COMMENTS	Retain 4 years after due date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0025-373
TITLE	Entry Department's Annual Summary Reports
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain 1 copy 10 years, then transfer to the archives, discard any duplicates when no longer useful.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0026-373
TITLE	Entry Forms
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain 2 years after fair, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0027-373
TITLE	Excise Tax Refund Records
DESCRIPTION	Reports and supporting documentation relating to excise tax refunds owed to the State Fair for overpayment of taxes.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0028-373
TITLE	Federal Income Tax Payment Records
DESCRIPTION	Transmittal form (form 8109) and supporting documentation relating to income tax payments owed to the federal government by the State Fair.
RETENTION	See Comments
COMMENTS	Retain 7 years after due date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0029-373
TITLE	Insurance Certificates
DESCRIPTION
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0030-373
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0031-373
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records related 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 superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0032-373
TITLE	Invoices, Records Cards, and Documents Related to Livestock Feed Sold
DESCRIPTION
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0033-373
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0034-373
TITLE	Ledgers
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain for 10 years final annual printouts (or handwritten ledgers preceding use of computer) and then transfer to the archives, retain data on computer tape 3 years and then erase.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0035-373
TITLE	Off-Season Annual Receipts Summary Lists
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0036-373
TITLE	Original Purchase or Construction Documents for Buildings
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain for life of building, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0037-373
TITLE	Payments by Checks Record with Supporting Documents
DESCRIPTION
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0038-373
TITLE	Payroll Lists and Supporting Documentation
DESCRIPTION
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0039-373
TITLE	Premium Books (Printed)
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain 2 complete sets for each permanently, offer any others dated before 1970 to the archives before discarding.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0040-373
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0041-373
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	See Comments
COMMENTS	Retain until audited, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0042-373
TITLE	Receipts Summary Lists
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0043-373
TITLE	Records of Entrants and Premiums Paid to Winners in Each Class or Breed
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0044-373
TITLE	Requisitions to State Printer
DESCRIPTION
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0045-373
TITLE	Scrapbooks
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0046-373
TITLE	Space Contract/Correspondence Files
DESCRIPTION
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0047-373
TITLE	Space Reservation Forms
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0048-373
TITLE	Space Sales Annual Summary Reports
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0049-373
TITLE	Space Sales Ledger Sheets
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0050-373
TITLE	Space Sales Receipts Summary Lists
DESCRIPTION
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0051-373
TITLE	State Income Tax Payment Records
DESCRIPTION	Earnings report and supporting documentation relating to income tax payments owed to the state by the State Fair.
RETENTION	See Comments
COMMENTS	Retain 4 years after due date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0052-373
TITLE	State Sales Tax Payment Records
DESCRIPTION	Retail sales tax reports and supporting documentation listing the amount of taxes owed to the state by the State Fair.
RETENTION	See Comments
COMMENTS	Retain 4 years after due date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0053-373
TITLE	Ticket Check-Out Lists
DESCRIPTION
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0054-373
TITLE	Ticket Order Forms Received from Public
DESCRIPTION
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0055-373
TITLE	Ticket Sales Daily Analyses (Printouts)
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain final year-to-date analyses 10 years and transfer to the archives, retain others 2 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0056-373
TITLE	Ticket Stubs
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain 9 months after fair, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0057-373
TITLE	Unemployment Compensation Insurance Quarterly Payment Records
DESCRIPTION	Quarterly reports compiled by the State Fair regarding their contributions to the unemployment compensation fund.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 44-714(f)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0058-373
TITLE	Unsold Tickets for Gate, Grandstand Shows, and Rides
DESCRIPTION
RETENTION	See Comments
COMMENTS	Retain until audited, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0059-373
TITLE	Vehicle Accident Reports
DESCRIPTION	Report completed by agency personnel on accidents which occurred while operating a state vehicle.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0060-373
TITLE	Vehicle Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc.
RETENTION	See Comments
COMMENTS	Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0061-373
TITLE	Voucher Logs
DESCRIPTION
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0063-373
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0062-373
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0064-373
TITLE	W-2 and W-4 Income Tax Forms
DESCRIPTION
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0065-373
TITLE	Workers' Compensation Insurance Quarterly Reports
DESCRIPTION	Quarterly reports compiled by the State Fair regarding their contributions to the Workers' Compensation Insurance Fund.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 44-714(f)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105