Kansas Records Retention Schedules

Results of Query:

Agency Code: 682 (University of Kansas)

Page 1 of 1 showing 43 records of 43 total, starting on record 1

Agency Number: 682-001
University of Kansas
Comptroller's Office

SERIES ID	0004-682
TITLE	Average Daily Balances Transfer Account Files
DESCRIPTION	Documents relating to interest transferred from the state general fund to a specific fund for investment purposes.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

Agency Number: 682-001
University of Kansas
Comptroller's Office
Bursar's Office

SERIES ID	0012-682
TITLE	Cashiering Reports
DESCRIPTION	Imaged records of deposits and checks.
RETENTION	004 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

Agency Number: 682-001
University of Kansas
Comptroller's Office
Comptroller's Office

SERIES ID	0001-682
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to state agency employees for payroll purposes.
RETENTION	003 fisc yrs
COMMENTS	The Department of Administration is microfilming these. The agency wishes to keep these 10 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 682-001
University of Kansas
Comptroller's Office
Financial

SERIES ID	0013-682
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	004 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0014-682
TITLE	Annual Financial Report
DESCRIPTION	Documents used to compile the annual financial report for submission to the Board of Regents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the university archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0015-682
TITLE	Authorized Signature Cards
DESCRIPTION	Cards and lists recording signatures authorized for financial transactions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0016-682
TITLE	Bond Files
DESCRIPTION	Documents relating new buildings and capital improvement projects financed through bonds.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0017-682
TITLE	Collection Agency and Write Off Records
DESCRIPTION	Documents relating to the various collection agencies seeking to recoup fees owed to the university.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	FERPA, 5 U.S.C. sec. 552a
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0018-682
TITLE	Collection Agency Reconciliation Reports
DESCRIPTION	Forms BRS 814 and 822 used to reconcile monies received from the different collection agencies.
RETENTION	011 fisc yrs
COMMENTS	Retain current year plus 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0019-682
TITLE	Delegated Audit Authority Vouchers
DESCRIPTION	Original payment vouchers specifying purchased made by
RETENTION	006 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0020-682
TITLE	Electronic Funds Transfer (EFT) Forms
DESCRIPTION	Form submitted to the university requesting direct deposit to an individual's bank account.
RETENTION	See Comments
COMMENTS	Retain hard copy until verified, then destroy. Retain electronic copy until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4) FERPA
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0021-682
TITLE	Facilities and Administrative Costs Proposal
DESCRIPTION	Documents relating to negotiations with the federal Department of Education regarding indirect cost rates for grants and contracts.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0022-682
TITLE	Federal Educational Right to Privacy Act (FERPA) Authorization Form
DESCRIPTION	Form submitted by individual students to the university designating who can have access to his/her file.
RETENTION	See Comments
COMMENTS	Retain hard copy until verified, then destroy. Retain electronic records until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0023-682
TITLE	Fee Fund Files
DESCRIPTION	Enrollment fees, refunds, estimates, receipts and supporting documentation relating to fees collected on behalf of the university.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0024-682
TITLE	Financial Reports - Federal
DESCRIPTION	Variety of financial information compiled by the financial department for inclusion in the university report submitted to the federal Department of Education.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0025-682
TITLE	Financial Reports - State
DESCRIPTION	Variety of financial information compiled by the financial department for inclusion in the university report submitted to the state.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0026-682
TITLE	Income Tax Returns and Related Documents
DESCRIPTION	Form 990 and supporting documentation relating to the filing of the annual income tax return to the Department of Revenue.
RETENTION	015 tax yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0027-682
TITLE	Integrated Post Secondary Education Survey
DESCRIPTION	Survey compiled by the financial department and submitted to the federal Department of Education regarding overall fiduary status.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0028-682
TITLE	Kansas National Guard Sponsorships Files
DESCRIPTION	Documents relating to individual students whose education is subsidized by the Kansas National Guard.
RETENTION	006 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA, 5 U.S.C. sec. 552a
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0029-682
TITLE	Outside Scholarship Files
DESCRIPTION	Documents relating to the collection of financial transactions for individual students awarded scholarships from sponsors not affiliated with the university.
RETENTION	006 fisc yrs
COMMENTS	Retain current year plus 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0030-682
TITLE	Payment Installment Plan Files
DESCRIPTION	Correspondence, brochures, etc. relating to an installment program which allows individuals to make regularly schedules payments to the university.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	FERPA, 5 U.S.C. sec. 552a
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0031-682
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA form 110 and supporting documentation used to remove capital equipment from agency inventory.
RETENTION	004 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0032-682
TITLE	Real Estate Tax Exemption Records
DESCRIPTION	Documents relating to the university's real estate tax exemption for verification of taxing status.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0033-682
TITLE	Receipt Request Files
DESCRIPTION	Correspondence and memos relating to an individual's request for a financial receipt from the university.
RETENTION	002 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain electronic records current year plus 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0034-682
TITLE	Sponsorship Collection Files
DESCRIPTION	Records relating to the collection and reconciliation of payments made by the various sponsors to the university.
RETENTION	005 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA, 5 U.S.C. sec. 552a
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0035-682
TITLE	Sponsorship Files
DESCRIPTION	Authorization, release form, and supporting documentation relating individuals applying to the sponsorship program which bills the sponsor supporting that individual.
RETENTION	004 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA, 5 U.S.C. sec. 552a
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0036-682
TITLE	Sponsorship Reports
DESCRIPTION	Variety of reports generated to monitor and track detailed operating financial transactions.
RETENTION	006 fisc yrs
COMMENTS	Retain current year plus 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0037-682
TITLE	Sponsorship Summary Reports
DESCRIPTION	Variety of summary reports compiled to provide a high level of overview of sponsorship program funds.
RETENTION	011 fisc yrs
COMMENTS	Retain current year plus 10 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0038-682
TITLE	Student Loan Records
DESCRIPTION	Assignments, reconciliation, journal vouchers, collection information, etc. relating to the financial reconciliation of student loans.
RETENTION	006 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA, 5 U.S.C. sec. 552a
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0039-682
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	004 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0040-682
TITLE	Vouchers - Travel
DESCRIPTION	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, 123.
RETENTION	004 fisc yrs
COMMENTS	Retain hard copy until verified, then destroy. Retain imaged records current year plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0041-682
TITLE	William Allen White Corporation Reports
DESCRIPTION	Annual business entity report compiled by the foundation and filed with the Secretary of State's Office as required by statute.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the university archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0042-682
TITLE	William Allen White Foundation Tax Return
DESCRIPTION	Annual tax return compiled by the foundation and submitted to the Department of Revenue.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the university archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

Agency Number: 682-001
University of Kansas
Comptroller's Office
Human Resources

SERIES ID	0043-682
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, application for employment, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0044-682
TITLE	Employee Tuition Assistance Files
DESCRIPTION	Records relating to financial tuition assistance provided to qualified university staff.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0045-682
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish the rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Employee Personnel Files.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0046-682
TITLE	Faculty and Staff University Awards Files
DESCRIPTION	Records relating to the financial remuneration to faculty and staff for various awards sponsored by the university.
RETENTION	See Comments
COMMENTS	Transfer to the individual Employee Personnel File and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0047-682
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Employee Personnel Files.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0048-682
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Employee Personnel Files.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

Agency Number: 682-001
University of Kansas
Comptroller's Office
New Student Orientation

SERIES ID	0011-682
TITLE	Registration for New Student Orientation Files
DESCRIPTION	Application and supporting documentation relating to potential students enrolled in campus orientation sessions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	20 USC Sec. 1232G 1974 Buckley (FERPA)
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

Agency Number: 682-001
University of Kansas
Comptroller's Office
Student

SERIES ID	0049-682
TITLE	Credit Card Reports
DESCRIPTION	Credit card batch header tickets, charge card slips, etc. relating to credit card billings charged to the various departments.
RETENTION	004 fisc yrs
COMMENTS	Retain current year plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

SERIES ID	0050-682
TITLE	Insurance Files
DESCRIPTION	Variety of documents relating to insurance policies held by the university.
RETENTION	See Comments
COMMENTS	Retain until expiration of policy plus 5 calendar years for complete policy, then destroy. Retain declarations pages an additional 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-11-03
K.A.R. NUMBER	53-2-145

Agency Number: 682-003
University of Kansas
School of Medicine - Wichita
Department of Internal Medicine

SERIES ID	0010-682
TITLE	Student Records
DESCRIPTION	Departmental copies of documents relating to academic and clinical activities of students in the Department of Internal Medicine.
RETENTION	See Comments
COMMENTS	Retain 3 years after graduation or last enrollment, then destroy. Original grade sheets are forwarded to Academic Affairs.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083