General Record Schedule 1: Vendor Series

General Schedule Number: 1 Vendor Series

1 REQUISITIONS, RFP, BIDS, & PURCHASE ORDERS

Forms approved by Bureau of Purchases to requisition services,
commodities or equipment.
Agency of Record: Bureau of Purchases
Date Adopted: 10/23/2008 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

2 PETTY CASH

The records being retained will include the requests for a petty cash check, possibly the request for reimbursement, bank statements, checkbook registers; cancel/voided checks, deposit slips and documentation; and miscellaneous correspondence regarding the petty cash account.
Agency of Record: Creating Agency
Date Adopted: 10/23/2008 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 0
State Audit Y Federal Audit Requirement?: N

3 DELIVERY SLIPS

Contents duplicated on third copy of purchase order.
Agency of Record: Creating Agency
Date Adopted: 12/7/1990 Obsolete or C Disposal D
Retention of Record Copy: 3
Retention of Copies: Not Applicable
State Audit Y Federal Audit Requirement?: Y

4 VENDOR'S INVOICE

Invoice sent to agency by vendor for payment.
Agency of Record: Accounts & Control
Date Adopted: 12/7/1990 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

5 ACCOUNTS PAYABLE

Accounts payable sent to agency by Accounts and Control to authenticate
payment.
Agency of Record: Accounts & Control
Date Adopted: 12/7/1990 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

6 EXPENSE ACCOUNTS ET AL

Expense accounts, utility bills,Cell Phone billing, Blue Cross Blue Shield bills and inter-departmental bills.
Agency of Record: Accounts & Control
Date Adopted: 12/7/1990 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

7 CORRESPONDENCE

Incoming or outgoing correspondence or memo relating to the vendor
series.
Agency of Record: Creating agency
Date Adopted: 12/7/1990 Obsolete or C Disposal D
Retention of Record Copy: 3
Retention of Copies: Not Applicable
State Audit Y Federal Audit Requirement?: Y

8 CONTRACTS

Contracts with vendors for services.
Agency of Record: Bureau of Purchases
Date Adopted: 12/7/1990 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

9 CHECK CANCELLATIONS

Forms used to request cancellation of a State check, and forms used to
request replacement check (including forgery application).
Agency of Record: Accounts & Control
Date Adopted: 3/11/1991 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

10 GRANT AWARDS - MFASIS INPUT DOCUMENTS

Grant awards (unless covered by agency-specific retention schedules), grant input documents, Federal Aid Charges Form.
Agency of Record: Creating Agency
Date Adopted: 3/11/1991 Obsolete or C Disposal D
Retention of Record Copy: 3
Retention of Copies: Not Applicable
State Audit Y Federal Audit Requirement?: Y

11 INTERNAL SELLER'S BILL

Intragovernmental bills (one State agency billing another for goods or
services) and related forms.
Agency of Record: Accounts & Control
Date Adopted: 3/11/1991 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

12 DEBTOR INVOICE

Accounts receivable invoices (bills sent by the State to individuals,
businesses, etc. for goods or services) and related forms, including the
invoice transaction input form.
Agency of Record: Accounts & Control
Date Adopted: 3/11/1991 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

13 PAYMENT VOUCHER FORM

Keep with related series, or retain agency copy 3 years if kept separately.
Agency of Record: Accounts & Control
Date Adopted: 3/11/1991 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

14 ACCOUNTING DISTRIBUTION SHEET

Keep with agency copy with related record series. If kept separately,
retain 3 years and destroy.
Agency of Record: Accounts & Control
Date Adopted: 3/11/1991 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

15 ACCOUNTS PAYABLE TRANSMITTAL FORM

Accounts payable transmittal form to accompany payment voucher
submitted to Bureau of Accounts & Control.
Agency of Record: Accounts & Control
Date Adopted: 3/11/1991 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: 3
State Audit Y Federal Audit Requirement?: Y

16 CREDIT CARD RECEIPTS

Receipts documenting use of State-issued employee credit cards.
Agency of Record: individual agencies
Date Adopted: 10/31/2002 Obsolete or C Disposal D
Retention of Record Copy: 7
Retention of Copies: n/a
State Audit Y Federal Audit Requirement?: Y

Disposal: A=Archives, D=Destroy, X=Other (See Description)