This General Schedule is applicable to the Budget records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
(1) Annual Budget Records
(2) Budget Activity Reports
(3) Budget Maintenance Records
(4) Budget Planning, Projection, and Preparation
Records
(5) Cooperative Federal Program Budget Preparation,
Projection and Allocation Records
(6) Self-Sustaining Program Budget Projection
and Allocation Records
(1) Annual Budget Records
This series documents the annual institutional budget provided
to OUS for inclusion in its Annual Adopted Operating Budget book.
This series includes: Operating Budget Expense by Categories and
Functions Report; Estimated Gifts, Grants, Contracts and Clearing
Account Summary Report; Student Fee Income and Application of
Funds Report; Statewide Public Service Source and Application
of Funds; other reports specified in yearly instructions from
the Chancellor's Office; institutional budget preparation instructions;
and related documentation and correspondence.
Record Copy: Budgets & Planning
Retention: Permanent for Annual Operating Budget document;
10 years all other records
Transfer the record copy of all permanent records to the Archives
after 10 years.
Other copies: Units
Retention: 10 years
(2) Budget Activity Reports
This series provides a record of departmental fiscal activity
presented in summary form which may be used for budget planning.
These records may be used to analyze budget cuts or restructuring
of programs. Records may include: working papers; memoranda; final
summary reports and spread sheets; and related documentation and
correspondence.
Record Copy: Units
Retention: 10 years for year end reports; 1 year for all
other records
(3) Budget Maintenance Records
This series documents the changes made in the initial unit budget
as distributed by the institution's budget office at the beginning
of the new fiscal year. This series may include but is not limited
to: Budget Change Request Forms; budget change suspense records;
budget change registers; authorization for budget change forms;
copies of revised unit initial budgets; fund transfer notices;
spread sheets; expenditure and obligation reports; allotment reports;
and related documentation and correspondence.
Record Copy: Units
Retention: 4 years
(4) Budget Planning, Projection,
and Preparation Records
This series is used to develop the initial institutional budget,
plan budget requests for and document annual budget allocations
to individual units, and record changes in operating budgets of
the various financial accounts. Records may include but are not
limited to: budget requests; budget status reports; budget change
requests, registers and logs; budget detail reports; working
papers including spread sheets, expenditure projections, salary
and budget worksheets; allotment, capital outlay and equipment
need reports; unit budget preparation instructions; and related
documentation and correspondence.
Record Copy: Budgets & Planning
Retention: 10 years
Other copies: Units
Retention: 4 years
 CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(5) Cooperative Federal
Program Budget Preparation, Projection and Allocation Records
This series is used to develop, estimate, propose, and plan preliminary
budget requests for cooperative federal/state programs and reflects
the process by which the annual budget allotment is to be distributed
to the department and its programs. This series may include but
is not limited to: budget expenditure statements; General Ledger
Statements of Accounts; salary work sheets; budget exhibits; project detail
sheets; budget requests; OUS-Institutional Use Code budget forms (CO-119);
budget change
sheets; Federal Agency Annual Reports (Computerized Research Information
System [CRIS] Form Ad-419); Federal Agency Status of Fund Reports;
Governor's Suggestion Reports; Journal Vouchers; Position Inventory
Control System
(PICS) Reports to monitor FTE budgets; spread sheets; expenditure
projection work papers; preliminary section budget proposals;
budget development schedules; allotment reports; decision packages;
spending plans; compensation plan proposals; contingency/deviation
plans; various federal publications; reports; forms; and related
documentation and correspondence.
Record Copy: Administering Units
Retention: 10 years
Other copies: Colleges
Retention: 6 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(6) Self-Sustaining Program
Budget Projection and Allocation Records
This series is used to as a tool for projecting annual budgets
for units which operate on self-sustaining funds and to determine
fees and fee-charging policies. This series may include but is
not limited to: charts of accounts; reports of receipts and disbursements;
fee schedules; financial statements; photocopies of vouchers;
purchase orders; spread sheets; expenditure
projection work papers; budget development schedules; decision
packages; spending plans; compensation plan proposals; contingency/deviation
plans; current expenditure reports; average expenditure reports;
and related documentation and correspondence.
Record Copy: Budgets & Planning
Retention: 10 years
Other copies: Units
Retention: 4 years
