OAR 166-475-0015
This General Schedule is applicable to the Budget records of the Oregon University System. Retention periods apply
to the record copy of all public records, regardless of medium or physical format, created or stored by the above
specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
Annual Budget
Records
OAR 166-475-0015(1)
This series documents the annual
institutional budget provided to OUS for inclusion in its Annual Adopted Operating Budget book. This series includes:
Operating Budget Expense by Categories and Functions Report; Estimated Gifts, Grants, Contracts and Clearing Account
Summary Report; Student Fee Income and Application of Funds Report; Statewide Public Service Source and Application
of Funds; other reports specified in yearly instructions from the Chancellor's Office; institutional budget preparation
instructions; and related documentation and correspondence.
Retention:
Record copy:
(a) Permanent for Annual Operating Budget document;
(b) 10 years all other records
Other copies: 10 years
Budget
Activity Reports
OAR 166-475-0015(2)
This series provides a record of departmental
fiscal activity presented in summary form which may be used for budget planning. These records may be used to analyze
budget cuts or restructuring of programs. Records may include: working papers; memoranda; final summary reports
and spread sheets; and related documentation and correspondence.
Retention:
(a) 10 years for year end reports;
(b) 1 year for all
other records
Budget
Maintenance Records
OAR 166-475-0015(3)
This series documents the changes made
in the initial unit budget as distributed by the institution's budget office at the beginning of the new fiscal
year. This series may include but is not limited to: Budget Change Request Forms; budget change suspense records;
budget change registers; authorization for budget change forms; copies of revised unit initial budgets; fund transfer
notices; spread sheets; expenditure and obligation reports; allotment reports; and related documentation and correspondence.
Retention: 4 years
Budget Planning, Projection, and Preparation Records
OAR 166-475-0015(4)
This series is used to develop the initial
institutional budget, plan budget requests for and document annual budget allocations to individual units, and
record changes in operating budgets of the various financial accounts. Records may include but are not limited
to: budget requests; budget status reports; budget change requests, registers and logs; budget detail reports;
working papers including spread sheets, expenditure projections, salary and budget worksheets; allotment, capital
outlay and equipment need reports; unit budget preparation instructions; and related documentation and correspondence.
Retention:
Record copy: 10 years
Other copies: 4 years
Cooperative Federal Program Budget Preparation, Projection and Allocation Records
OAR 166-475-0015(5)
This series is used to develop, estimate,
propose, and plan preliminary budget requests for cooperative federal/state programs and reflects the process by
which the annual budget allotment is to be distributed to the department and its programs. This series may include
but is not limited to: budget expenditure statements; General Ledger Statements of Accounts; salary work sheets;
budget exhibits; project detail sheets; budget requests; OUS-Institutional Use Code budget forms (CO-119); budget
change sheets; Federal Agency Annual Reports (Computerized Research Information System
[CRIS] Form Ad-419); Federal
Agency Status of Fund Reports; Governor's Suggestion Reports; Journal Vouchers; Position Inventory Control System
(PICS) Reports to monitor FTE budgets; spread sheets; expenditure projection work papers; preliminary section budget
proposals; budget development schedules; allotment reports; decision packages; spending plans; compensation plan
proposals; contingency/deviation plans; various federal publications; reports; forms; and related documentation
and correspondence.
Retention:
Record copy: 10 years
Other copies: 6 years
Self-Sustaining Program Budget Projection and Allocation Records
OAR 166-475-0015(6)
This series is used to as a tool
for projecting annual budgets for units which operate on self-sustaining funds and to determine fees and fee-charging
policies. This series may include but is not limited to: charts of accounts; reports of receipts and disbursements;
fee schedules; financial statements; photocopies of vouchers; purchase orders; spread sheets; expenditure projection
work papers; budget development schedules; decision packages; spending plans; compensation plan proposals; contingency/deviation
plans; current expenditure reports; average expenditure reports; and related documentation and correspondence.
Retention:
Record copy: 10 years
Other copies: 4 years
Last Update: 01 April 2003
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
