General Record Schedule 2: Accounting Series

General Schedule Number: 2 Accounting Series

1 ENCUMBRANCE LEDGER

Ledger maintained by agency to show expenditures and dedicated revenues to insure that allotment will not be overdrawn. Summarized on controller's analysis of income and expenditure. June and December record copies are archival; others destroyed after retentions as shown.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: X

Retention of Record Copy: 7

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

2 ADVICE OF ALLOTMENT

Form sent to agency by Bureau of Budget indicating money allotted for expenditures. Information repeated on controller's encumbrance and expenditure ledger, which is actually the record copy. June and December only are archival.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: X

Retention of Record Copy: 7

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

3 REQUEST FOR ADJUSTMENT OF ALLOTMENT

Request by agency for adjustment of allotment during a fiscal year. Information repeated on controller's encumbrance and expenditure ledger, which is actually the record copy. June and December only are archival.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: X

Retention of Record Copy: 7

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

4 ANALYSIS OF INCOME AND EXPENDITURE

Used by agency to verify the encumbrance ledger. June and December only are archival.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: X

Retention of Record Copy: 7

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

5 SUMMARY OF APPROPRIATION EXPENDITURES AND INCOME

Monthly summary of expenditures and income kept by warrant and journal number to balance encumbrance ledger.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: D

Retention of Record Copy: 7

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

6 INCOME & EXPENDITURE SUMMARY BY CHARACTER & OBJECT

Quarterly report by character and object.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: D

Retention of Record Copy: 7

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

7 OUTSTANDING PURCHASE ORDER LIST

List of outstanding purchase orders at month end. Verifies purchase orders brought forward at end of quarter or fiscal year.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: D

Retention of Record Copy: 5

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

8 JOURNALS

Journals used to indicate transfers of funds, error correction and journal entries used in lieu of accounts payable.

Agency of Record: Accounts & Control

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: D

Retention of Record Copy: 7

Retention of Copies: 3

State Audit Requirement?: Y Federal Audit Requirement?: Y

9 CORRESPONDENCE

Incoming or outgoing correspondence relating to accounting series.

Agency of Record: Creating Agency

Date Adopted: 9/20/89 Obsolete or Current: C Disposal: D

Retention of Record Copy: 3

Retention of Copies: Not Applicable

State Audit Requirement?: Y Federal Audit Requirement?: Y

10 PROJECT TRACKING DOCUMENTS

Project input documents, miscellaneous project charges forms, and related documents.

Agency of Record: Creating Agency

Date Adopted: 3/11/91 Obsolete or Current: C Disposal: D

Retention of Record Copy: 3

Retention of Copies: Not Applicable

State Audit Requirement?: N Federal Audit Requirement?: Y

10 ACCOUNTING SERIES

Audit reports for a given fiscal year or period.

Agency of Record: Dept. of Audit

Date Adopted: 4/12/00 Obsolete or Current: C Disposal: A

Retention of Record Copy: 3

Retention of Copies: 3

State Audit Requirement?: Federal Audit Requirement?: