OAR 166-475-0040
This General Schedule is applicable to the Fiscal-Accounts 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 166-030-0026before disposing of records.
Annual Fiscal
Reports
OAR 166-475-0040(1)
This series documents annual fiscal year-end
status of accounts and is used to provide the office with summary information relating to its programs which may
be used for planning or review. Records include: Period 14 reconciliation reports; annual operating statements;
schedules of rates; and related correspondence.
Retention:
Record Copy: 10 years
Other copies: 3 years
Building
and Equipment Reserve Schedules
OAR 166-475-0040(2)
Auxiliary enterprises and service departments
are required to have a reserve account for equipment and buildings for purposes of buying, replacing, or repairing.
Series is used as an individual account summary and to show what the balance should be, as well as the amount of
current year entries needed to bring the account up to that balance. The series also serves as backup to general
ledger entries. Information may include building or equipment value, required reserve, actual balance, deficiency,
and amount to transfer in the current fiscal year.
Retention:
Record Copy: 6 years
Other copies: 6 years
Certificates of Participation
OAR 166-475-0040(3)
Records document the administration of
Certificates of Participation (COP's) primarily sold to finance institutional
equipment, software, hardware, and consultants' time. The series may also be
used to split COP debt service amongst the institutions and make entries
charging them for COP related debt service. Records may include but are not
limited to Certificates of Participation, COP budget development and cash draw
down records, and related executive and administrative correspondence.
Retention:
Record Copy (Chancellor's
Office): Permanent, executive correspondence;
4 years after COP
maturity, all other records
Other Copies (Institution
Business Offices): 4 years after COP maturity
Chart
Element Reports
OAR 166-475-0040(4)
This series documents every fiscal FOAPAL
element used by the institution which include Index, Fund, Organization, Account, Program, Activity and Location
Codes. Records consist of reports generated on a particular FOAPAL element which include: the element; a brief
descriptive title; and effective, termination, and next change dates.
Retention:
Record Copy: Until superseded or
obsolete
Other copies: Until superseded or
obsolete
Chart Element Justification Records
OAR 166-475-0040(5)
This series documents fiscal chart of accounts
elements and an office's request to establish a new index or FOAPAL element, change an existing element, or terminate
an existing one. Records consist of request forms which include a description of the request, the proposed FOAPAL
and index elements, effective date, and signatures of requesters and authorizing officials.
Retention:
Record Copy: Permanent
Other copies: Until superseded
Closing of the Books Records
OAR 166-475-0040(6)
Series documents the resolution and reconciliation
of accounts monitored by the institution, the OUS Budget and Fiscal Policies Office, or Controller's Office at
the end of the fiscal year. Records include reconciliation statements provided by each institution to OUS Budgets
and Fiscal Policies or the OUS Controller's Office concerning discrepant accounts for which they are responsible
and related documentation and correspondence.
Retention:
Record Copy: 6 years
Other copies: 2 years
Correspondence,
Fiscal
OAR 166-475-0040(7)
Records document communication and other government agencies, vendors, and the public pertaining to the agency's
fiscal policy, obligations, and revenue. Records include correspondence sent and received by the agency's administrative
and/or business office staff.
Retention: 4 years
Development and Endowment Management Fee Records
OAR 166-475-0040(8)
This series documents the revenue earned quarterly
on gift accounts and fees charged by the institution's development office. Information includes: dates; gift account
amounts and identification numbers; earnings; department or account responsible for payment; and fee amount.
Retention:
Record Copy: 6 years
Other copies: 2 years
General
Ledger Statements
OAR 166-475-0040(9)
This series provides a complete monthly record
of the final posting of all university financial transactions, listed by account number. It is used to prepare
periodic financial statements. Records contain: the program name; account number; posting date; debit and credit
amounts; new balance; and related information. This is a closed series that was discontinued when the institution
adopted the Banner Financial Information System (FIS).
Retention:
Record Copy: 15 years for List 13 and 5 years for Lists 1-12
Other copies: 4 years for List 13 and 2 years for Lists
1-12
Miscellaneous Accounting Reports
OAR 166-475-0040(10)
This series documents the production of various
accounting reports made by individual offices or departments on a daily, monthly, quarterly, or annual basis. These reports
provide summary information relating to the department and its programs, and may be used for planning or review.
Reports include operating statements, year-end projections, reconciliations, expenditures by facilities, accumulated
hours and dollars by employee, summaries of assets and liabilities, sales, cost accounting, and income. This series
does not include the year-end Closing of the Books Reports. Records may include but are not limited to: working
papers; drafts; final reports; and related documentation and correspondence.
Retention:
Record Copy: 5 years for annual reports; 1 year for
daily, monthly
and quarterly reports and working papers
Other copies: 1 year
Operating and General Ledger Reconciliation Records
OAR 166-475-0040(11)
This series documents monthly reconciliations with the operating
ledger or general ledger. Records consist of working papers and monthly reconciliation reports.
Retention: 6 years
Maintained by OUS Records Management Services ryan_hagemann@ous.edu
Page Top
