New Financial General Schedules for Your Input

Rebekkah Shaw

We would like to propose the following general schedule to the State Records Committee at their next meeting on December 8th. This will be listed in the state general schedule, but may be used by any governmental entity to schedule their records. If you have any changes you would like to see to this general schedule, please notify Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

AUDITED FINANCIAL STATEMENTS (State Schedule 7-68)
The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
Retention:  Retain for 4 years then transfer to Archives.

BUDGET RECORDS (State Schedule 7-67)
These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
Retention: Retain for 4 years and then destroy.

TRUST FINANCIAL RECORDS (State Schedule 7-69)
These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.
Retention: Retain for 7 years after final action and then destroy.

GRANT RECORDS (State Schedule 7-70)
These records document grants received by governmental entities, which may contain applications , notice of award, reports, correspondence, and related records.
Retention: Retain for 7 years after final action and then destroy.

STATE GOVERNMENT ACCOUNTS PAYABLE RECORDS (State Schedule 7-66)
These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.
Retention: Retain for 7 years and then destroy.

LOCAL GOVERNMENT ACCOUNTS PAYABLE RECORDS (Local Schedule 5-35)
These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.
Retention: 4 years and then destroy.

STATE GOVERNMENT ACCOUNTS RECEIVABLE RECORDS (State Schedule 7-65)
These are records related to monies invoiced or collected in the conduct of business. Information may include bank records, revenue, asset, and related accounting records. Trust records are not included.
Retention: Retain for 7 years and then destroy.

LOCAL GOVERNMENT ACCOUNTS RECEIVABLE RECORDS (Local Schedule 5-34)
These are records related to monies invoiced or collected in the conduct of business. Information may include bank records, revenue, asset, and related accounting records. Trust records are not included.
Retention: 4 years and then destroy.