Current through Vol. 41, No. 13, March 15, 2024
(a)
Unless specifically provided otherwise by administrative rule, all state
finance report records shall be retained in house until placed in permanent
storage. Such documents shall be held in permanent storage for perpetuity. Once
placed in permanent storage, all such documents stored in house may then be
retained or destroyed at the discretion of the Director.
(b) The following records shall be retained
in house until placed in permanent storage. Such documents shall be held in
permanent storage for perpetuity. Once placed in permanent storage, all such
documents stored in house may then be retained or destroyed at the discretion
of the Director.
(1) Monthly computer
printouts from the Office of State Finance listing the closing balances of all
treasury accounts.
(2) Monthly
computer printouts from the Office of State Finance showing beginning account
balances, receipts, disbursements, transfers, and ending balances for each OSBI
fund.
(3) Computer printout from
Office of State Finance listing deposit totals for the current month and fiscal
year.
(4) Computer printout from
Office of State Finance listing all deposits.
(5) Copies of OSF Form PFT submitted to the
Office of State Finance showing transfer activity between budgetary funds and
the payroll fund (data includes fund, agency, account, sub-activity, transfer,
debit and credit).
(6) Journal
entries by agency and fund.
(7)
Monthly computer printouts from the office of State Finance listing
expenditures by object of expenditure sequence.
(8) Computer printouts from the Office of
State Finance listing agency expenditures by object code in fund
sequence.
(9) Monthly computer
printouts from the Office of State Financing listing expenditures incurred
within each agency fund and the amount.
(10) Computer printouts from the Office of
State Finance listing processed warrantless claims.
(11) Computer printouts from the Office of
State Finance listing expenditures pertaining to contractual services, i.e.,
legal, architectural, administrative, and consulting.
(12) SEFA Transactions Report.
(13) Computer printouts from the Office of
State Finance listing statutory cancellation of warrants.
(14) Monthly printout generated by Office of
State Finance listing outstanding Purchase Orders.
(15) Lapse Fund Advance Notice/Continuing
Funds.
(16) Cumulative quarterly
computer printout from the Office of State Finance listing OSBI travel
claims.
(17) Cumulative monthly
computer printout form the Office of State Finance listing expenditures against
authorizations.
