CC SR 20170502 K - Finance Dept Records Retention ScheduleRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 05/02/2017
AGENDA HEADING: Consent Calendar
Consideration and possible action to revise and approve the Finance Department
Records Retention Schedule.
RECOMMENDED COUNCIL ACTION:
(1) Revise and approve Finance Department Records Retention Schedule.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lorna Cloke, Administrative Analyst II LC
REVIEWED BY: Gabriella Yap, Deputy City Manager
APPROVED BY: Doug Willmore, City Manager".-"/:"_'
ATTACHED SUPPORTING DOCUMENTS:
A. 2017 Finance Department Records Retention Schedule (Redline Version)
(page A-1)
B. 2017 Finance Department Proposed Records Retention Schedule with all
changes accepted (page B-1)
C. 2011 Adopted Finance Department Records Retention Schedule (page C-
BACKGROUND AND DISCUSSION:
The records retention schedule was presented to the City Council for their review on
January 17, 2017. The City Council expressed a desire to review each department in
depth and directed Staff to bring back each department section one at a time. This is
the fourth of six department schedules to be presented to the City Council. See
Attachments A, B, and C for the proposed and current Finance Department retention
schedules.
1
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
FEBRUARY 2017
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX - Exhibit A
A-1
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
1.
Accounts Payable
SAU
24
5 AU+4
GC 34090,
34090.7, CCP
337
Invoices approved for payment
Electronic and/or paper Purchase Orders
Warrant Registers, AP check copies and
related correspondence; Petty Cash and
related documents.
2.
Accounts Receivable
AU3
24
5 AU+4
GC 34090
City invoices and supporting documents,
and related correspondence
3.
Finance & Information Technology
Department Budget Files
S2
-
S2
GC 34090
Information regarding development of
department budget and copies of approved
budget.
4,
Auditor's RepoFts
Financial Reports and Audits
p
P
P
GC 34090
Comprehensive Annual Financial Reports
CAFR Independent Auditor Reports,
#ermatisr�a�Financial Transactions Report
submitted to State Controller's Office, HCD
report„—Special and Single Audits, MTA
Audit, IRS Audit -and Auditor's
Recommendations
5.
Bank Reconciliation
AU3
75
740 AU+ 5
GC 34090; 26
CFR 34-16001-
1
Bank Statements, Copies of Deesit
ReGGrds NE)teS and Bank Reconciliation
Worksheets
6.
Organization -wide Budget Files
2
2
GC 34090
Organization -wide budget support
documents
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX - Exhibit A
A-1
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
A-2
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
7.
Business License Applications
TE+2
€+-32
€*5 TT±2
GC 34090
Business License Applications and copies
of business registrations (i.e., contractor's
licenses), if applicable, and related
correspondence
8.
Business License Reports
5
2
7
GC 34090;
CCP 337
Yearly report of business licenses issued by
the Cit
$
g
4
GGP 337
ren, olio,+ ho. Lo r, oloG+rl,.,ir images
0 [Al ] G .,Geller- rhorLs
4$
9.
Regular Cash Receipts at the Cashier's
Desk
3
24
5 AU+7
GC 34090;
CCP 337
Cash Receipt Summary, Cash Register
Tape, Bank Deposit Reeeis Ticket.
(Source documents for cash receipts filed
where applicable including Community
Development and Recreation & Parks.)
44:
10.
Special District Files
AU+2
9_
44 AU+2
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, RSA_, and Assessment Districts;
correspondence, and invoices.
42-
11.
Detailed & Summary General & Subsidiary
Ledgers
+P
7-P
40P
GC 34090;
CCP 337
Includes capital projects and trust deposit
subsidiary ledgers
43-.
12.
Journal Entries
3
7
AU+10I
[A31
GC 34090
General ledger and budget journal entries
and supporting documentation
44.
13.
Ledger Reconciliations
3
-
3
GC 34090
Worksheets used to prepare for various
audits; correspondence
4-5-.
14.
Organization -wide Final Budget Document
5
P
P
GC 34090
Includes operating and capital budgets
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
A-2
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
A-3
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
44-.
15.
Payroll Records
23
94
40 AU+7
GC 34090; 29
CFR 516.2,
516.5, 516.6;
22 CCR 1085-
2); 26 CFR
31.6001-1; IRS
Reg. 31.6001-
1(e)(2); R&T
19530; LC
1174(d)
Bank Statements and supporting
documents, Tax Report Records, Payroll
Register & Reports, Time Sheets for City
personnel, Insurance Records in Cit
Manager's office), Vacation Reports,
Records of disbursements to employees,
and related correspondence, Personnel
Action Form, Benefits Eligibility (Duplicate
Series — City Manager is official custodian
of his record); Bi -weekly Pension Cost
Calculation. (Note. GG al
47-.
Retirement ReGerds
3
T-+4
T-+-7
'27 GQR- 1.081-5_
2(G1� D
31.6001 1; 29
GFR 516.5
Rersnnnel AGfinn F=ArM Ronofits Eligibility
(DUPnGatSoerics Gity Manager is Gf iGial
GUstedian of+his r Grd) and Bi week!
Pension [A41 GAst GaIr-, datiGn
(Note: Offiniol r r-Ard hold by RCRC
44.
Revenue Folders
3
2
5
GG 34090
IRVGIGeC GheGL Stubs ether Gash re Goin}
orrespondenGe�[A51
16.
W-4
AU+3
4
AU+7
IRC 3402;
Treasury
Regulation
31.6001-1
4-9-.
Tirnp Sheets
4
GG 34099; 29
GFR 516.2,
S
Reg. 31.6001-
aR.
1 (e)(2); RT
4530
T'moLoon'nn records for City personnel.
[A614
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
A-3
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
W
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
17.
Non -regular Revenue Receipts through Other
3
4
AU+7
GC 34090
Check Stubs, EFT, ACH, and other cash
Channels
payment along with Supporting Statement &
Correspondence
This category may include: Property Tax,
TOT, CDBG and other Grant
Reimbursements, Grant Distribution,
Franchise ?Fee, Gas Tax Golf Tax, Sales
Tax, Motor Vehicle Tax, Loan Payment,
UUT, Rent, State Mandate Reimbursement,
Court Fines & Forfeitures, and all other Misc
ARs
For Business License & Permit Fees, which
are accepted at Cashier Desk, see item 10
20,
18.
Trust Deposit Records
AU+3
47-
4-9 AU+4
GC 34090
Ledger Sheets for Individual TD's and
related correspondence
24-.
19.
Finance Advisory Committee Agenda
Packets
P
P
P
GC 34090,
34090.7, 40801
Includes ageedas-agenda copies and staff
reports
20.
Finance Advisory Committee Agenda
P
P
P
GC 34090
22:
21.
Finance Advisory Committee Agenda and
Minutes
P
P
P
GC 34090,
40801
Agendas and minutes to See City Clerk's
Department Retention Schedule. Minutes
are given to the City Clerk for permanent
retention
23.
22.
Storm Drain Oversight Committee Agenda
Packets
P
P
P
GC 34090,
34090.7, 40801
Includes agendas and staff reports
23.
Storm Drain Oversight Committee Agenda
P
P
P
GC 34090
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
W
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
A-5
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
24.
Storm Drain Oversight Committee
ar►d Minutes
P
P
P
GC 34090,
40801
A,.eRdas and rr,ORUt8S +„ See City Clerk's
Department Retention Schedule. Minutes
are given to the City Clerk for permanent
retention
25.
Monthly Cash Balance Reports
2
8
10
GC 34090
Staff Report and attached schedule(s)
resented to the Cit Council [A-7 1 .
26A
Investment Accounts
Pa
P4-9
GC 34090
CCP 337
GC 5360
LAIF Investment Statement, Merrill Lynch
Portfolio Report, Trade Confirmation
26B
Investment Policy
PS
S
�S
Policy adopted by City Council annually with
the budget. It is a part of the Council
record.
27.
Fixed Asset System
3
4
6[A10I U+
7
Fixed Asset Schedule, Fixed Asset
Inventory
28.
Vendor Records —1099 Tax Forms
AU+3
4
AU+7
GC 34090;
CCP 337
Completed 1099 forms
29.
Vendor Records — W-9
AU T
T$4
T-+AU+4
IRC 3402;
Treasury
Regulation
31.6001-1
30.
CDBG Home Improvement Grant Loans —
T
T+6
GC 34090(a)
Documents relating to the financial
transaction of a CDBG loan
Note: Original lien documents are retained
Payment Records
by City Clerk's office as a permanent
record; other working files related to CDBG
Home Improvement Grant loans are on file
with Public Works Department
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
A-5
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
we
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
31.
Chart of Accounts
C
S
P
GC 34090
32.
Bond Issues / Debt Services
T
+3 [Ali I
[Al2 j +3
Bonds issued and related records. Retain
while any bonds of a bond issue are
outstanding and during the three-year
period following the final maturity or
redemption of the bond issue or, if later,
while any bonds that refund bonds of that
original issue are outstanding and for the
three-year period following the final maturity
or redemption date of the latest refunding
bond issue.
33.
Fee Schedules & Fee Studies
S
S+7
S+7
Fee schedules approved by City Council;
fee studies prepared by consultant or staff
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
we
AU=Audit; C=Completion; P=Permanent; S=Supersede; T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 1
As
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
1.
Accounts Payable
AU
4
AU+4
GC 34090,
34090.7, CCP
337
Invoices approved for payment
Electronic and/or paper Purchase Orders
Warrant Registers, AP check copies and
related correspondence; Petty Cash and
related documents.
2.
Accounts Receivable
AU
4
AU+4
GC 34090
City invoices and supporting documents,
and related correspondence
3.
Finance Department Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of approved
budget.
4.
Financial Reports and Audits
P
P
P
GC 34090
Comprehensive Annual Financial Reports
(CAFR) Independent Auditor Reports,
Financial Transactions Report submitted to
State Controller's Office, HCD report,
Special and Single Audits, MTA Audit, IRS
Audit and Auditor's Recommendations
5.
Bank Reconciliation
AU
5
AU+ 5
GC 34090; 26
CFR 16001-1
Bank Statements, Bank Reconciliation
Worksheets
6.
Organization -wide Budget Files
2
2
GC 34090
Organization -wide budget support
documents
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 1
As
AU=Audit; C=Completion; P=Permanent; S=Supersede; T=Termination
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 2
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
7.
Business License Applications
T
2
T+2
GC 34090
Business License Applications and copies
of business registrations (i.e., contractor's
licenses), if applicable, and related
correspondence
8.
Business License Reports
5
2
7
GC 34090;
CCP 337
Yearly report of business licenses issued by
the Cit
9.
Regular Cash Receipts at the Cashier's
Desk
3
4
AU+7
GC 34090;
CCP 337
Cash Receipt Summary, Cash Register
Tape, Bank Deposit Ticket. (Source
documents for cash receipts filed where
applicable including Community
Development and Recreation & Parks.
10.
Special District Files
AU+2
AU+2
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, and Assessment Districts;
correspondence, and invoices.
11.
Detailed & Summary General & Subsidiary
Ledgers
P
P
P
GC 34090;
CCP 337
Includes capital projects and trust deposit
subsidiary ledgers
12.
Journal Entries
3
7
AU+10
GC 34090
General ledger and budget journal entries
and supporting documentation
13.
Ledger Reconciliations
3
3
GC 34090
Worksheets used to prepare for various
audits; correspondence
14.
Organ ization-wide Final Budget Document
5
P
P
GC 34090
Includes operating and capital bud ets
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 2
AU=Audit; C=Completion; P=Permanent; S=Supersede; T=Termination
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 3
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
15.
Payroll Records
3
4
AU+7
GC 34090; 29
Bank Statements and supporting
CFR 516.2,
documents, Tax Report Records, Payroll
516.5, 516.6;
Register & Reports, Time Sheets for City
22 CCR 1085-
personnel, Insurance Records (in City
2); 26 CFR
Manager's office), Vacation Reports,
31.6001-1; IRS
Records of disbursements to employees,
Reg. 31.6001-
and related correspondence, Personnel
1(e)(2); R&T
Action Form, Benefits Eligibility (Duplicate
19530; LC
Series — City Manager is official custodian
1174(d)
of his record); Bi -weekly Pension Cost
Calculation.
16.
W-4
AU+3
4
AU+7
IRC 3402;
Treasury
Regulation
31.6001-1
17.
Non -regular Revenue Receipts through Other
3
4
AU+7
GC 34090
Check Stubs, EFT, ACH, and other cash
Channels
payment along with Supporting Statement &
Correspondence
This category may include: Property Tax,
TOT, CDBG and other Grant
Reimbursements, Grant Distribution,
Franchise Fee, Gas Tax Golf Tax, Sales
Tax, Motor Vehicle Tax, Loan Payment,
UUT, Rent, State Mandate Reimbursement,
Court Fines & Forfeitures, and all other
Misc. ARs
For Business License & Permit Fees, which
are accepted at Cashier Desk, see item 10
18.
Trust Deposit Records
AU+
4
AU+4
GC 34090
Ledger Sheets for Individual TD's and
related correspondence
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 3
AU=Audit; C=Completion; P=Permanent; S=Supersede; T=Termination
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 4
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
19.
Finance Advisory Committee Agenda
Packets
P
P
P
GC 34090,
34090.7, 40801
Includes agenda copies and staff reports
20.
Finance Advisory Committee Agenda
P
P
P
GC 34090
21.
Finance Advisory Committee Minutes
P
P
P
GC 34090,
40801
See City Clerk's Department Retention
Schedule. Minutes are given to the City
Clerk for permanent retention
22.
Storm Drain Oversight Committee Agenda
Packets
P
P
P
GC 34090,
34090.7, 40801
Includes agendas and staff reports
23.
Storm Drain Oversight Committee Agenda
P
P
P
GC 34090
24.
Storm Drain Oversight Committee
Minutes
P
P
P
GC 34090,
40801
See City Clerk's Department Retention
Schedule. Minutes are given to the City
Clerk for permanent retention
25.
Monthly Cash Balance Reports
2
8
10
GC 34090
Staff Report and attached schedule(s)
presented to the City Council.
26A
Investment Accounts
P
P
P
GC 34090
CCP 337
GC 5360
LAIF Investment Statement, Merrill Lynch
Portfolio Report, Trade Confirmation
26B
Investment Policy
S
S
S
Policy adopted by City Council annually with
the budget. It is a part of the Council
record.
27.
Fixed Asset System
3
4
AU+7
Fixed Asset Schedule, Fixed Asset
Inventory
28.
Vendor Records —1099 Tax Forms
AU+3
4
AU+7
GC 34090;
CCP 337
Completed 1099 forms
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 4
AU=Audit; C=Completion; P=Permanent; S=Supersede; T=Termination
AU=Audit; C=Completion; P=Permanent; S=Supersede; T=Termination
**Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this
category does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such
correspondence is not retained in the ordinary course of business.
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 5
IBJ
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
29.
Vendor Records — W-9
AU
4
AU+4
IRC 3402;
Treasury
Regulation
31.6001-1
30.
CDBG Home Improvement Grant Loans —
T
T+6
GC 34090(a)
Documents relating to the financial
Payment Records
transaction of a CDBG loan
Note: Original lien documents are retained
by City Clerk's office as a permanent
record; other working files related to CDBG
Home Improvement Grant loans are on file
with Public Works Department
31.
Chart of Accounts
C
S
P
GC 34090
32.
Bond Issues / Debt Services
T
T+3
T+3
Bonds issued and related records. Retain
while any bonds of a bond issue are
outstanding and during the three-year
period following the final maturity or
redemption of the bond issue or, if later,
while any bonds that refund bonds of that
original issue are outstanding and for the
three-year period following the final maturity
or redemption date of the latest refunding
bond issue.
33.
Fee Schedules & Fee Studies
S
S+7
S+7
Fee schedules approved by City Council;
fee studies prepared by consultant or staff
AU=Audit; C=Completion; P=Permanent; S=Supersede; T=Termination
**Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this
category does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such
correspondence is not retained in the ordinary course of business.
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 5
IBJ
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
FINANCE & INFORMATION TECHNOLOGY DEPARTMENT
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTSMOTES
1.
Accounts Payable
3
2
5
GC 34090,
34090.7, CCP
337
Invoices approved for payment
Electronic and/or paper Purchase Orders
Warrant Registers, and related
correspondence
2.
Accounts Receivable
3
2
5
GC 34090
City invoices and supporting documents,
and related correspondence
3.
Finance & Information Technology
Department Budget Files
2
-
2
GC 34090
Information regarding development of
department budget and copies of approved
budget.
4.
Auditor's Reports
P
P
P
GC 34090
Independent Auditor Reports, Informational
Report submitted to State Controller, Special
Audits, and Auditor's Recommendations
5.
Bank Reconciliation
3
7
10
GC 34090; 26
CFR 31.6001-1
Bank Statements, Copies of Deposit
Records, Notes and Worksheets
6.
Organization -wide Budget Files
2
2
GC 34090
Organization -wide budget support
documents
7.
Business License Applications
E+2
E+3
E+5
GC 34090
Business License Applications and copies of
business registrations (i.e., contractor's
licenses), if applicable, and related
correspondence
8.
Business License Reports
5
2
7
GC 34090;
CCP 337
Yearly report of business licenses issued by
the City
9.
Cancelled Checks
3
4
7
GC 34090,
CCP 337
Cancelled checks or electronic images of
cancelled checks
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-1
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
`A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTSMOTES
10.
Cash Receipts
3
2
5
GC 34090,
Cash Receipt Summary, Cash Register
CCP 337
Tape, Bank Deposit Receipts. (Source
documents for cash receipts filed where
applicable including Community
Development and Recreation & Parks.
11.
Special District Files
2
9
11
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, RDA, and Assessment Districts;
correspondence, and invoices.
12.
Detailed & Summary General & Subsidiary
3
7
10
GC 34090;
Includes capital projects and trust deposit
Ledgers
CCP 337
subsidiary ledgers
13.
Journal Entries
3
7
10
GC 34090
General ledger and budget journal entries
and supporting documentation
14.
Ledger Reconciliations
3
-
3
GC 34090
Worksheets used to prepare for various
audits; correspondence
15.
Or anization-wide Final Budget Document
5
P
P
GC 34090
Includes operating and capital budgets
16.
Payroll Records
2
8
10
GC 34090; 29
Bank Statements and supporting
CFR 516.2,
documents, Tax Report Records, Payroll
516.5, 516.6;
Register & Reports, Insurance Records,
22 CCR 1085-
Vacation Reports, Records of
2); 26 CFR
disbursements to employees, and related
31.6001-1; IRS
correspondence. (Note: Confidential
Reg. 31.6001-
records)
1(e)(2); R&T
19530; LC
1174(d)
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
`A
A=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-3
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
17.
Retirement Records
3
T+4
T+7
22 CCR 1085-
2(c); 26 CFR
31.6601-1-129
CFR 516.5
Personnel Action Form Benefits Eligibility
(Duplicate Series —City Manager is official
custodian of this record) and Bi -weekly
Pension Cost Calculation
(Note: Official record held by PERS,
Sacramento, CA
18.
Revenue Folders
3
2
5
GC 34090
Invoices, Check Stubs, other cash receipt
support & Correspondence
19.
Time Sheets
1
9
10
GC 34090; 29
CFR 516.2,
516.6; IRS
Reg. 31.6001-
1(e)(2); R&T
19530
Timekeeping records for City personnel.
(Note: Confidential Record)
20.
Trust Deposit Records
3
7
10
GC 34090
Ledger Sheets for Individual TD's and
related correspondence
21.
Finance Advisory Committee Agenda
Packets
2
3
5
GC 34090,
34090.7, 40801
Includes agendas and staff reports
22.
Finance Advisory Committee Agenda and
Minutes
P
P
GC 34090,
40801
Agendas and minutes to City Clerk for
permanent retention
23.
Storm Drain Oversight Committee Agenda
Packets
2
3
5
GC 34090,
34090.7, 40801
Includes agendas and staff reports
24.
Storm Drain Oversight Committee Agenda
and Minutes
P
P
GC 34090,
40801
Agendas and minutes to City Clerk for
permanent retention
25.
Monthly Cash Balance Reports
2
8
10
GC 34090
Staff Report and attached schedule(s)
resented to the City Council.
A=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-3