This General Schedule is applicable to the Fiscal-Cash 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) Bank Advice Statement Records
(2) Cash Batches Records
(3) Cash/Deposit Match Records
(4) Cash Records
(5) Cashier's Daily Summary Records
(6) Credit Voucher Requisition Records
(7) Log Out Records
(8) Monthly Cash Reports
(9) Safekeeping Records
(10) Ticket Sales and Event Cash Reconciliation
Records
(11) Weekly Cash Receipts Summaries
(1) Bank Advice Statement
Records
This series documents discrepancies (over or short)
on bank deposits made by institutional cashiers. It is also a
record of discount charges and rental charges by the bank for
bank card use. Records consists of bank initiated advisories received
by Business Affairs for adjustments to accounts because of bank
or office clerical errors.
Record Copy: Business Affairs
Retention: 4 years
(2) Cash Batches Records
This series documents all transactions of the day made by tellers
in the cashier section of Business Affairs. Records include: daily
cash register tapes; Batch Control Cards listing daily summary
totals from all cashier transactions; invoices; and cash receipts.
Record Copy: Business Affairs
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. |
(3) Cash/Deposit Match Records
This series documents the equality or inequality of cash receipts
versus bank deposits on a daily basis. Records consist of weekly
computer printouts that list the account numbers managed by the
office with daily entries for cash receipts in each account and
corresponding bank deposits in each account. The computer program
flags those accounts where daily cash receipts do not equal bank
deposits for that date and labels them "Out of Balance."
Record Copy: Business Affairs
Retention: 4 years
(4) Cash Records
This series provides a record of cash received or disbursed by
an office. It also documents all money received and deposited
to departmental accounts through the cashier's daily bank deposits.
Records may include but are not limited to: departmental deposit
vouchers; cash receipt slips; validation receipts; cash register
tapes; bank deposit slips; check stubs; petty cash balance sheets;
check registers; Cash by Account Number reports; and monthly cash
register reports.
Record Copy: Business offices
Retention: 5 years
Other copies: Units
Retention: 2 years
(5) Cashier's Daily Summary
Records
This series documents and summarizes tellers' daily activity.
Information includes: amounts processed for payments; amount of
checks; activity to and from the vault; beginning and ending daily
cash; deposits made by other units; volume of bank cards processed;
and cash over/short amounts.
Record Copy: Business Affairs
Retention: 4 years
(6) Credit Voucher Requisition
Records
This series documents funds released to students by the cashier
division of Business Affairs as authorized by other units. Records
include: recipient signed receipts acknowledging receipt of funds
from the Cashier; check stubs; and other documents.
Record Copy: Business Affairs
Retention: 5 years
Other copies: Units
Retention: 2 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. |
(7) Log Out Records
This series registers checks processed by the office and given
to another party. The record is generated for cashier's window
reference purposes. Records include: photocopies of checks logged
out to other departments; returned to sender; handed back to student;
and co-payee GSL/SLS checks in which the total check was used
to pay charges or change given to student.
Record Copy: Business Affairs
Retention: 4 years
(8) Monthly Cash Reports
This series provides a monthly listing of cash receipt transactions
entered in batches that were accepted, including transactions
placed in the suspense file; a monthly listing by account number
of cash receipt transactions processed since the previous report;
and cash receipts transactions with receivable account numbers
that were not processed against the Accounts Receivable System.
These records include: transactions processed during the previous
month listed in register-ring number sequence by cash date; transactions
processed since the previous report including those placed in
the suspense file, listed in alphabetical name sequence by cash
date within account number; and cash receipt transactions with
action codes below 500 in alphabetical sequence by cash date within
account number. This is a closed series that was discontinued
when the institution adopted the Banner Financial Information
System (FIS).
Record Copy: Business Affairs
Retention: 5 years
(9) Safekeeping Records
This series documents funds placed with Business Offices for safekeeping
in trust and their disbursement to students or departments. Funds
may be placed by associations, corporations, or parents on behalf
of specified students or departments. Records may include: disbursement
instructions; copies of checks; and receipts.
Record Copy: Business Affairs
Retention: 4 years
(10) Ticket Sales and Event
Cash Reconciliation Records
This series documents the printing, selling, distribution, and
accounting of tickets for university-sponsored athletic, performing
arts, and other events where tickets are sold for admission. A
portion of athletic event receipts is shared with visiting teams.
Records may include: ticket stock orders; ticket type reports;
ticket purchase manifest forms; box office balance sheets; ticket
printing and control records; season ticket sales lists; receipts
and orders for mail, phone, or in-person purchase of tickets;
ticket sales summary sheets and reports; free ticket sign-up sheets;
lists and reports of free tickets distributed to patrons, contributors,
and others; deposit receipts; and related documentation and correspondence.
Records pertaining to athletic events are kept in compliance with
NCAA and state requirements.
Record Copy: Business offices
Retention: 5 years
Other copies: Units
Retention: 2 years
(11) Weekly Cash Receipts
Summaries
This series documents cashiers' weekly transactions. Records consist
of a weekly summary of all transactions sorted either by account
number or alphabetically by the name of the person for whom the
transactions were accomplished. Information includes: individuals'
names; social security numbers; transaction dates; account numbers
affected; and debit/credit amounts. This is a closed series that was
discontinued when the institution
adopted the Banner Financial Information System (FIS).
Record Copy: Business Affairs
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. |
