Listed here are municipal financial retention schedules to be overwritten by the new financial schedules approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new schedule on our website.
The State Auditor’s Office also reviewed the schedule before it was seen by the State Records Committee. We hope this schedule will make the retention of many financial records simpler to manage.
Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the general retention schedule. If you have any questions, please call us at 801-531-3863.
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.
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WARRANT REGISTERS (MUN 5-26)
These registers are numerical listings of check numbers of all checks issued by the municipality. They include vendor number, name, date of payment, invoice number, and/or purchase number, account debit, description of expenditure, and amount.
RETENTION: Retain for 7 years and then destroy. (Approved 03/1989)
WARRANT REQUESTS (MUN 5-27)
These are requests from municipal agencies to the municipal treasurer or finance director to pay vendors.
RETENTION: Retain for 4 years and then destroy. (Approved 12/1997)
WARRANT REQUESTS – CANCELED (MUN 5-28)
This is the manual documentation method of inputting data about canceled warrants which then becomes part of the general ledger.
RETENTION: Retain for 4 years and then destroy. (Approved 12/1997)
WARRANT/CHECKS – LOST (MUN 5-30)
This is legal documentation explaining and justifying a lost warrant.
RETENTION: Retain for 4 years and then destroy. (Approved 12/1997)
WARRANT/CHECKS – REDEEMED (MUN 5-29)
These are actual warrants or checks cut from a warrant request. “In the event the city is without funds on deposit in one of its appropriate bank accounts with which to pay any lawfully approved claim, the city auditor or recorder shall draw and sign a warrant upon the treasurer of the city for payment of the claim, the warrant to be tendered to the payee named thereon” (Utah Code 10-6-140 (1997)).
RETENTION: Retain for 4 years and then destroy. (Approved 12/1997)