Kansas Records Retention Schedules

Results of Query:

Agency Code: 565-005 (Department of Revenue. Division of Vehicles)
Subagency: Motor Carrier Services Bureau

Page 1 of 1 showing 13 records of 13 total, starting on record 1

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Motor Carrier Services Bureau

SERIES ID	0187-565
TITLE	Apportioned Registration Refunds
DESCRIPTION	Notarized form completed by carrier to request refund or unused registration fees when vehicle meets statutory requirement to allow refund (Form # MCS-105).
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 4 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0026-565
TITLE	Audit Work Papers
DESCRIPTION	Documents relating to Kansas based carriers showing miles operated in the states for which the carrier operates, compared to mileages shown on the application for apportioned registration.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-5133
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0189-565
TITLE	Central Permits Daily Reports & Financial Revenue Adjustments (FRJ) Reports
DESCRIPTION	Daily deposit records to maintain Escrow Accounts FRJ reports related to the daily work for itemized accounting of funds to be transferred to the appropriate state agency.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0188-565
TITLE	Central Permits - Escrow Refunds
DESCRIPTION	Refunding Escrow Account deposits when account is closed. Uses 819 series vouchers.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0190-565
TITLE	Financial Revenue Adjustments (FRJ) transfer records
DESCRIPTION	Accounting records to transfer funds collected in the central permit electronic accounting database for permits for over size, over weight, KCC authority and KS Registration purchases and monthly transfer of fees owed to INK for internet subscription fees.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0035-565
TITLE	International Registration Plan Mileage Records
DESCRIPTION	Applications (MCS-1) for apportioned registration for Kansas based carriers who are no longer in business, with supplements (MCS-66) and other supporting documents.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0036-565
TITLE	International Registration Plan Referral Audits
DESCRIPTION	Audit summary of foreign based carriers who are apportioned with Kansas with audit summary forms from other International Registration Foreign jurisdictions.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0037-565
TITLE	International Registration Plan Transmittals and Recaps - Other States
DESCRIPTION	Documents used to show the Kansas based carriers, names, account numbers, number of vehicles, weights, percentages and fees due Kansas. Some information is sent to other states who are members.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0191-565
TITLE	Iternational Registration Plan (IRP) Clearing House Distribution
DESCRIPTION	Monthly accounting records of fees distributed via vouchers and clearing house to other jurisdictions for registration fees and audit adjustments collected by Kansas. Invoices monthly accounting records of Iternational Registration Plan (IRP) refunds, non-sufficient funds (NSF) checks, daily deposits to Iternational Registration Plan (IRP), etc.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0192-565
TITLE	Iternational Registration Plan (IRP) Validated Invoices
DESCRIPTION	Payments recorded by fiscal process into the Kansas Apportioned International Registration (KAIR) System for accounting purposes on the carriers Iternational Registration Plan (IRP). Accounts includes reports to verify the data obtained via Kansas Department of Revenue (KDOR) budget system.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0039-565
TITLE	Motor Carrier Property Tax Bill Supporting Documentation
DESCRIPTION	Records regarding specific Kansas Motor Carrier Property Tax bills. Documents include MC Tax computation worksheets (handwritten), PV-MC-35 (internal memorandum form), PV-MC-26 (notice), tax warrant.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0045-565
TITLE	Property Tax Bill
DESCRIPTION	Records regarding specific Kansas Motor Carrier Property Tax bills. Information contains the name, address, KCC Identification Number of the Motor Carrier, number of units of tractors, trailers, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0193-565
TITLE	Western Union Payments
DESCRIPTION	Voided checks regarding electronic checks created in error, payments from carriers sent via western union for Iternational Registration Plan (IRP) accounts recievable.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143