OAR 166-475-0045
This General Schedule is applicable to the Fiscal-Cash 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.
Bank
Advice Statement Records
OAR 166-475-0045(1)
This series documents discrepancies (over
or short) on bank deposits made by institutional cashiers. It is also a record of discount charges and rental charges
by the bank for bank card use. Records consists of bank initiated advisories received by Business Affairs for adjustments
to accounts because of bank or office clerical errors.
Retention: 4 years
Cash
Batches Records
OAR 166-475-0045(2)
This series documents all transactions of
the day made by tellers in the cashier section of Business Affairs. Records include: daily cash register tapes;
Batch Control Cards listing daily summary totals from all cashier transactions; invoices; and cash receipts.
Retention: 6 years
Cash/Deposit
Match Records
OAR 166-475-0045(3)
This series documents the equality or inequality
of cash receipts versus bank deposits on a daily basis. Records consist of weekly computer printouts that list
the account numbers managed by the office with daily entries for cash receipts in each account and corresponding
bank deposits in each account. The computer program flags those accounts where daily cash receipts do not equal
bank deposits for that date and labels them "Out of Balance."
Retention: 4 years
Cash Records
OAR 166-475-0045(4)
This series provides a record of cash received or disbursed
by an office. It also documents all money received and deposited to departmental accounts through the cashier's
daily bank deposits. Records may include but are not limited to: departmental deposit vouchers; cash receipt slips;
validation receipts; cash register tapes; bank deposit slips; check stubs; petty cash balance sheets; check registers;
Cash by Account Number reports; and monthly cash register reports.
Retention:
Record Copy: 5 years
Other copies: 2 years
Cashier's Daily Summary Records
OAR 166-475-0045(5)
This series documents and summarizes tellers'
daily activity. Information includes: amounts processed for payments; amount of checks; activity to and from the
vault; beginning and ending daily cash; deposits made by other units; volume of bank cards processed; and cash
over/short amounts.
Retention: 4 years
Credit Voucher Requisition Records
OAR 166-475-0045(6)
This series documents funds released to students
by the cashier division of Business Affairs as authorized by other units. Records include: recipient signed receipts
acknowledging receipt of funds from the Cashier; check stubs; and other documents.
Retention:
Record Copy: 5 years
Other copies: 2 years
Log
Out Records
OAR 166-475-0045(7)
This series registers checks processed by
the office and given to another party. The record is generated for cashier's window reference purposes. Records
include: photocopies of checks logged out to other departments; returned to sender; handed back to student; and
co-payee GSL/SLS checks in which the total check was used to pay charges or change given to student.
Retention: 4 years
Monthly
Cash Reports
OAR 166-475-0045(8)
This series provides a monthly listing of
cash receipt transactions entered in batches that were accepted, including transactions placed in the suspense
file; a monthly listing by account number of cash receipt transactions processed since the previous report; and
cash receipts transactions with receivable account numbers that were not processed against the Accounts Receivable
System. These records include: transactions processed during the previous month listed in register-ring number
sequence by cash date; transactions processed since the previous report including those placed in the suspense
file, listed in alphabetical name sequence by cash date within account number; and cash receipt transactions with
action codes below 500 in alphabetical sequence by cash date within account number. This is a closed series that
was discontinued when the institution adopted the Banner Financial Information System
(FIS).
Retention: 5 years
Safekeeping
Records
OAR 166-475-0045(9)
This series documents funds placed with Business
Offices for safekeeping in trust and their disbursement to students or departments. Funds may be placed by associations,
corporations, or parents on behalf of specified students or departments. Records may include: disbursement instructions;
copies of checks; and receipts.
Retention: 4 years
Ticket Sales and Event Cash Reconciliation Records
OAR 166-475-0045(10)
This series documents the printing, selling,
distribution, and accounting of tickets for university-sponsored athletic, performing arts, and other events where
tickets are sold for admission. A portion of athletic event receipts is shared with visiting teams. Records may
include: ticket stock orders; ticket type reports; ticket purchase manifest forms; box office balance sheets; ticket
printing and control records; season ticket sales lists; receipts and orders for mail, phone, or in-person purchase
of tickets; ticket sales summary sheets and reports; free ticket sign-up sheets; lists and reports of free tickets
distributed to patrons, contributors, and others; deposit receipts; and related documentation and correspondence.
Records pertaining to athletic events are kept in compliance with NCAA and state requirements.
Retention:
Record copy: 5 years
Other copies: 2 years
Weekly Cash Receipts Summaries
OAR 166-475-0045(11)
This series documents cashiers' weekly transactions.
Records consist of a weekly summary of all transactions sorted either by account number or alphabetically by the
name of the person for whom the transactions were accomplished. Information includes: individuals' names; social
security numbers; transaction dates; account numbers affected; and debit/credit amounts. This is a closed series
that was discontinued when the institution adopted the Banner Financial Information System
(FIS).
Retention: 6 years
Maintained by OUS Records Management Services
-
ryan_hagemann@ous.edu
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