This General Schedule is applicable to the Fiscal-Accounts 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 Fiscal Reports
(2) Building and Equipment Reserve Schedules
(3) Certificates of Participation
(4) Chart Element Reports
(5) Chart Element Justification Records
(6) Closing of the Books Records
(7) Correspondence, Fiscal
(8) Development and Endowment Management Fee Records
(9) General Ledger Statements
(10) Miscellaneous Accounting Reports
(11) Operating and General Ledger Reconciliation
Records
(1) Annual Fiscal Reports
This series documents annual fiscal year-end status of accounts
and is used to provide the office with summary information relating
to its programs which may be used for planning or review. Records
include: Period 14 reconciliation reports; annual operating statements;
schedules of rates; and related correspondence.
Record Copy: Business Affairs
Retention: 10 years
Other copies: Colleges, Units
Retention: 3 years
(2) Building and Equipment
Reserve Schedules
Auxiliary enterprises and service departments are required to
have a reserve account for equipment and buildings for purposes
of buying, replacing, or repairing. Series is used as an individual
account summary and to show what the balance should be, as well
as the amount of current year entries needed to bring the account
up to that balance. The series also serves as backup to general
ledger entries. Information may include building or equipment
value, required reserve, actual balance, deficiency, and amount
to transfer in the current fiscal year.
Record Copy: Business Affairs
Retention: 6 years
Other copies: Units
Retention: 6 years
(3) Certificates of Participation
Records document the administration of Certificates of Participation (COP's)
primarily sold to finance institutional equipment, software, hardware, and
consultants' time. The series may also be used to split COP debt service amongst
the institutions and make entries charging them for COP related debt service.
Records may include but are not limited to Certificates of Participation,
COP budget development and cash draw down records, and related executive and
administrative correspondence.
(4) Chart Element Reports
This series documents every fiscal FOAPAL element used by the institution which
included Index, Fund, Organization, Account, Program, Activity and Location Codes.
Records consist of reports generated on a particular FOAPAL element which include:
the element; a brief descriptive title; and effective, termination, and next
change dates.
Record Copy: Budgets & Planning
Retention: Until superseded or obsolete
Other copies: Units
Retention: Until superseded or obsolete
(5) Chart Element Justification
Records
This series documents fiscal chart of accounts elements and an
office's request to establish a new index or FOAPAL element, change
an existing element, or terminate an existing one. Records consist
of request forms which include a description of the request, the
proposed FOAPAL and index elements, effective date, and signatures
of requesters and authorizing officials.
Record Copy: Budgets & Planning
Retention: Permanent
Other copies: Units
Retention: Until superseded or obsolete
(6) Closing of the Books
Records
Series documents the resolution and reconciliation of accounts
monitored by the institution, the OUS Budget and Fiscal Policies
Office, or Controller's Office at the end of the fiscal year.
Records include reconciliation statements provided by each institution
to OUS Budgets and Fiscal Policies or the OUS Controller's Office
concerning discrepant accounts for which they are responsible
and related documentation and correspondence.
Record Copy: Business Affairs
Retention: 6 years
Other copies: Units
Retention: 2 years
(7) Correspondence, Fiscal
Records document communication and other government agencies,
vendors, and the public pertaining to the agency's fiscal policy,
obligations, and revenue. Records include correspondence sent
and received by the agency's administrative and/or business office
staff.
Record Copy: Units
Retention: 4 years
 NOTE: See also (13) Correspondence, Administrative,
(14) Correspondence, Executive, (15) Correspondence, Ephemeral, and
(16) Correspondence, General in the
Administrative Records section. |
(8) Development and Endowment
Management Fee Records
This series documents the revenue earned quarterly on gift accounts
and fees charged by the institution's development office. Information
includes: dates; gift account amounts and identification numbers;
earnings; department or account responsible for payment; and fee
amount.
Record Copy: Research Accounting
Retention: 6 years
Other copies: Units
Retention: 2 years
(9) General Ledger Statements
This series provides a complete monthly record of the final posting
of all university financial transactions, listed by account number.
It is used to prepare periodic financial statements. Records contain:
the program name; account number; posting date; debit and credit
amounts; new balance; and related information. This is a closed
series that was discontinued when the
institution adopted the Banner Financial Information System (FIS).
Record Copy: Business Affairs
Retention: 15 years for List 13 and 5 years for Lists 1-12
Other copies: Units
Retention: 4 years for List 13 and 2 years for Lists 1-12
(10) Miscellaneous Accounting
Reports
This series documents the production of various accounting reports
made by individual offices or departments on a daily, monthly, quarterly,
or annual basis. These reports provide summary information relating
to the department and its programs, and may be used for planning
or review. Reports include operating statements, year-end projections,
reconciliations, expenditures by
facilities, accumulated hours and dollars by employee, summaries
of assets and liabilities, sales, cost accounting, and income.
This series does not include the year-end Closing of the Books
Reports. Records may include but are not limited to: working papers;
drafts; final reports; and related documentation and correspondence.
Record Copy: Creating units
Retention: 5 years for annual reports; 1 year for daily, monthly
and quarterly reports and working papers
Other copies: Receiving units
Retention: 1 year
(11) Operating and General
Ledger Reconciliation Records
This series documents monthly reconciliations with the operating
ledger or general ledger. Records consist of working papers and
monthly reconciliation reports.
Record Copy: Unit responsible for FOAPAL
Retention: 6 years
