reglab/statecodes huggingface dataset:
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2514 - Copies of registration statements and other data filed with the securities and exchange commission; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 14. The following copies of registration statements
					 and other data filed with the securities and exchange commission shall be
					 retained for the periods listed:
(a) Copies of registration statements and other data
								in connection with offerings of securities for sale to the public or the
								listing of securities on exchanges, including supporting papers.
25 years or until all securities covered are
								retired, whichever is shorter. If a retention period is prescribed elsewhere in
								the schedule with respect to any document which is included as an exhibit to
								any filing retained pursuant to the requirements of this subdivision, the
								company need retain only 1 copy of such document in its files, if appropriate
								cross-references are established.
(b) Copies of periodic reports and supporting papers
								filed in compliance with either the securities act of 1933 or the securities
								exchange act of 1934.
25 years. If a retention period is prescribed
								elsewhere in the schedule with respect to any document which is included as an
								exhibit to any filing retained pursuant to the requirements of this
								subdivision, the the company need retain only 1 copy of such document in its
								files, if appropriate cross- references are established.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2515 - Proxies and voting lists; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 15. Proxies and voting lists shall be retained for the
					 periods listed:
(a) Proxies of holders of voting securities.
1 year.
(b) Lists of holders of voting securities
								represented at meetings.
1 year.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2516 - Minute books; retention period

Current through Vol. 24-12, July 15, 2024
Rule 16. Minute books of stockholders', directors', and
					 directors' committee meetings shall be retained for the life of the
					 corporation.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2517 - Title papers, charters, franchises, licenses, formal orders; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 17. The following documents shall be retained for the
					 periods listed:
(a) Deeds and other title papers, including
								abstracts of title and supporting data.
6 years after property is disposed of, unless
								surrendered to transferee.
(b) Corporate charters or certificates of
								incorporation.
Life of the corporation.
(c) Franchises and certificates authorizing
								operation as a public utility.
Life of the corporation.
(d) Licenses, including amendments thereof, granted
								by federal or state authorities for construction and operation of utility
								plant.
25 years.
(e) Copies of formal orders of regulatory
								commissions served upon the utility.
Life of the corporation.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2518 - Permits; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 18. The following permit records shall be retained for
					 the periods listed:
(a) Permits and granted applications for the use of
								facilities of others.
6 years after expiration or
								cancellation.
(b) Copies of permits and applications granted
								others for the use of the utility's facilities.
6 years after expiration or
								cancellation.
(c) Applications for the use of facilities not
								granted and copies of such applications.
Destroy at option.
(d) Permits of a temporary nature from
								municipalities or others to perform specific work, such as permits to open
								streets.
Destroy at option.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2519 - Contracts and agreements; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 19. Except as provided elsewhere in these rules, the
					 following contract and agreement records shall be retained for the periods
					 listed:
(a) Service contracts, such as for management,
								  accounting, and financial services including related memoranda and
								  revisions.
See
								  R 460.2522(b)(i) if
								  they affect cost of plant; otherwise, 6 years after expiration or cancellation
								  or until the conclusion of any contract disputes or governmental proceedings
								  pertaining to these contracts, whichever is later.
(b) Contracts with other utilities for the
								  purchase, sale, or interchange of product
,
including related
								  memoranda or revisions.
6 years after expiration or cancellation or until
								  the conclusion of any contract disputes or governmental proceedings pertaining
								  to these contracts, whichever is later.
(c) Leases pertaining to rentals of property to
								  or from others.
6 years after expiration or cancellation or until
								  the conclusion of any contract disputes or governmental proceedings pertaining
								  to these contracts, whichever is later.
(d) Contracts and agreements with individual
								  employees, labor unions, company unions, and other employee organizations
								  relative to wage rates, hours, and similar matters.
6 years after expiration or cancellation or until
								  the conclusion of any contract disputes or governmental proceedings pertaining
								  to these contracts, whichever is later.
(e) Contracts, agreements, and other essential
								  records necessary to the carrying out of the functions of an employee's stock
								  purchase or other type of employees' saving plan.
6 years after expiration or
								  cancellation.
(f) Memoranda essential to clarifying or
								  explaining provisions of contracts listed in subdivisions (a) to (e) of this
								  rule.
For same periods as contracts to which they
								  relate.
(g) Card or book records of contracts leases, and
								  agreements made, which show dates of expirations, dates of renewals, memoranda
								  of receipts, and payments under such contracts, leases, and
								  agreements.
For same periods as contracts to which they
								  relate.
(h) Contracts or agreements for the acquisition
								  or disposal of investments, excluding temporary cash
								  investments.
25 years after disposal.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2520 - General and subsidiary ledgers; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 20. The following ledger records shall be retained for
					 the periods listed:
(a) General ledgers.
10 years.
(b) Ledgers subsidiary or auxiliary to general
								  ledgers, except ledgers provided for elsewhere in these rules.
10 years.
(c) Indexes to general ledgers.
10 years.
(d) Indexes to subsidiary ledgers except ledgers
								  provided for elsewhere in these rules.
10 years.
(e) Trial balance sheets of general and
								  subsidiary ledgers.
2 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2521 - Journals; retention period

Current through Vol. 24-12, July 15, 2024
Rule 21. General and subsidiary journals, including
					 departmental and divisional journals
,
shall be retained for a
					 period of 10 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2522 - Journal vouchers and entries; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 22. The following journal voucher and entry records
					 shall be retained for the periods listed:
(a) General, departmental, divisional, and petty
								  journal vouchers.
25 years.
(b) Materials and supplies disbursement, labor
								  distribution, and other detail summarization and distribution records that
								  support journal vouchers or journal entries as follows:
(i) Charging plant accounts.
6 years, if accounting adjustments resulting from
								  reclassification and original cost studies have been approved by the regulatory
								  commissions having jurisdiction and if continuing plant inventory records are
								  maintained or unitization of construction costs appear in work orders;
								  otherwise 25 years. For licensed projects, time tickets, and material issued
								  and material returned tickets may be destroyed at option if the basic
								  information contained in the accounts is transcribed to other records and if
								  such other records are retained pursuant to this instruction. Basic information
								  regarding time tickets includes, at a minimum, for the purpose of this
								  instruction, hours worked and the distribution of time to the proper job or
								  account.
(ii) Charging all other accounts.
6 years.
(c) Papers forming part of, or necessary to
								  explain, journal vouchers or journal entries, except as covered in subdivision
								  (b) of this rule.
25 years.
(d) Schedules for recurring journal
								  entries.
Destroy when superseded.
(e) Lists of standard journal entry
								  numbers.
Destroy when superseded.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2523 - Cash books; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 23. The following cash book records shall be retained
					 for the periods listed:
(a) Treasurer and auditor general cash books.
3 years.
(b) Cash books subsidiary or auxiliary to general
								cash books, except those showing only collections from customers.
3 years.
(c) Subsidiary cash records showing only customer
								collections.
3 years.
(d) Other cash records of a memorandum nature.
3 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2524 - Vouchers and voucher registers; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 24.
(1) The
				  following voucher records shall be retained for the periods listed:
(a) Paid and canceled vouchers (1 copy) analysis
								  sheets showing detailed distribution of charges on individual vouchers and
								  other supporting papers.
6 years, as specified in
								  R 460.2522(b)(i) and
								  (ii), except that those relating to the
								  construction of licensed projects, additions or betterment of those projects,
								  or the amortization reserve applicable to those projects, for which the
								  commission has not determined the actual legitimate original cost, shall be
								  retained until such cost has been determined.
(b) Original bills and invoices for materials and
								  services paid by vouchers.
6 years as specified in
								  R 460.2522(b)(i) and
								  (ii), except that those relating to the
								  construction of licensed projects, additions or betterment of those projects,
								  or the amortization reserve applicable to those projects, for which the
								  commission has not determined the actual legitimate original cost, shall be
								  retained until this cost has been determined.
(c) Paid checks and receipts for payments by
								  voucher or otherwise.
6 years.
(d) Authorization for the payment of specific
								  vouchers.
6 years.
(e) Lists of unaudited bills (accounts payable),
								  lists of vouchers transmitted, and memoranda regarding changes in unaudited
								  bills.
Destroy at option.
(f) Voucher indexes.
Destroy at option.
(2) Voucher registers or similar records
				  shall be retained for a period of 6, as specified in
				  R 460.2522(b)(i) and
				  (ii).
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2526 - Accounts receivable; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 26. The following accounts receivable records shall be
					 retained for the periods listed (see rules 53 and 54 for accounts with
					 customers for utility service and merchandise sales):
(a) Records of accounts receivable pertaining to
								sales of utility plant.
3 years after settlement.
(b) Record or register of accounts receivable and
								indexes thereto and summaries of distribution.
3 years after settlement.
(c) Accounting department copies of invoices issued
								and supporting papers which do not accompany the original invoices and
								authorizations for charges, including supporting papers.
3 years after settlement.
(d) Periodic statements of unsettled accounts,
								except trial balances.
Destroy at option.
(e) Schedule of invoices to be issued.
Destroy at option.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2527 - Records of securities; retention period

Current through Vol. 24-12, July 15, 2024
Rule 27. Records of securities owned, in treasury, or with
					 custodians shall be retained for a period of 6 years after the disposal of
					 investment.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2528 - Insurance records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 28. The following insurance records shall be retained
					 for the periods listed:
(a) Records of insurance policies which are in force
								and which show coverage, premiums paid, and expiration dates.
Destroy at option after expiration of such policies.
(b) Insurance policies.
Destroy at option after expiration of policies.
(c) Records of amounts recovered from insurance
								companies in connection with losses and of claims against insurance companies,
								including reports of losses and supporting papers.
6 years, except those relating to the construction
								of licensed projects, additions or betterment thereto, or the amortization
								reserve applicable thereto, for which the commission has not determined the
								actual legitimate original cost, shall be retained until such cost has been
								determined.
(d) Inspector reports and records of the condition
								of property.
Until superseded.
(e) Insurance maps of property and structures
								erected thereon.
Until superseded.
(f) Records and statements relating to insurance
								requirements.
Destroy at option.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2529 - Tax records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 29. The following tax records shall be retained for
					 the periods listed:
(a) Copies of schedules, returns, and supporting
								working papers to taxing authorities and records of appeals of the following:
(i) Federal income, excess profits, undistributed
								income, and capital stock taxes.
7 years after settlement.
(ii) State income taxes and state or local property
								taxes.
7 years after settlement.
(iii) Other taxes.
2 years after settlement.
(iv) Schedule of allocation of consolidated federal
								income taxes to subsidiary companies.
7 years after allocation.
(v) Records of annual determinations of deferred
								taxes on income, annual determinations of accounting adjustments for "reserve
								deferrals" of deferred taxes on income, together with basic computations and
								records of annual plant additions and retirements and adjustments on which
								deferred tax accounting
6 years after absorption of deferred credits.
entries are based. For the purposes of this rule,
								"deferred taxes" and "deferred tax accounting" embrace provisions for "future
								taxes on income," "prepaid taxes on income, or any other accounting procedure
								which attributes a tax on income to a year or years other than that of the
								specific year's tax return determining the tax liability.
(b) Tax bills from taxing authorities and receipts
								for payment.
See rule 24 (1)(b).
(c) Summaries of taxes paid by classes of taxes and
								by location.
6 years.
(d) Summaries of taxes paid by taxing districts.
6 years.
(e) Restatements of schedules of taxes paid after
								giving effect to refunds and additional assessments.
6 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2530 - Accountants and auditor reports; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 30. The following accountant and auditor reports shall
					 be retained for the periods listed:
(a) Reports of examinations and audits by
								accountants and auditors not in the regular employ of the utility, including
								reports of public accounting firms and regulatory commission accountants.
7 years after date of report or commission audit,
								whichever comes last.
(b) Internal audit reports and working papers.
3 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2531 - Automatic data processing record; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 31.
(1) The
				  following automatic data processing records shall be retained for the periods
				  listed:
(a) Media used as intermediate records or steps
								  in data processing for assembling data to be posted to the records of the
								  company or used in a report or study.
Destroy at option.
(b) Program documentation and revisions to this
								  documentation.
Retain as long as it represents an active viable
								  program or for periods prescribed for related output data, whichever is
								  shorter.
(2) Original source data used as input for
				  data processing and data processing report printouts shall be retained for the
				  applicable periods prescribed elsewhere in the schedule.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2532 - Plant ledgers; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 32. The following plant ledgers and records shall be
					 retained for the periods listed:
(a) Ledgers of utility plant accounts, including
								  land and other detailed ledgers that show the cost of utility plant by
								  classes.
25 years.
(b) Continuing plant inventory ledger, book, or
								  card records that show the description, location, quantity cost, and similar
								  information of physical units
,
or items
,
of utility
								  plant owned.
25 years after the plant is retired if mortality
								  data are retained. For depreciation purposes, life or mortality study data
								  shall be retained for the life of the corporation.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2533 - Construction ledgers, work orders, and supplemental records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 33. The following construction work in progress
					 ledgers, work orders, and supplemental records shall be retained for the
					 periods listed:
(a) Construction work in progress
								  ledgers.
5 years after clearance to the plant account if
								  continuing plant inventory records are maintained; otherwise, 5 years after the
								  plant is retired.
(b) Work order sheets that show entries for
								  labor, materials, and other charges for utility plant additions, and entries
								  closing the work orders for utility plant in service at
								  completion.
5 years after clearance to the plant account if
								  continuing plant inventory records are maintained; otherwise, 5 years after the
								  plant is retired.
(c) Authorizations for expenditures for additions
								  to utility plant, including memoranda that show the detailed estimates of cost
								  and the basis for that estimated cost. Original and revised or subsequent
								  authorizations shall be included.
5 years.
(d) Requisitions and registers of authorizations
								  for utility plant expenditures.
5 years.
(e) Completion or performance reports that show
								  the comparison between authorized estimates and actual expenditures for utility
								  plant additions.
5 years.
(f) Analysis or cost reports that show quantities
								  of materials used, unit costs, number of manhours, and similar information in
								  connection with completed construction projects.
5 years after clearance to the plant account if
								  continuing plant inventory records are maintained; otherwise, 6 years after the
								  plant is retired.
(g) Records and reports that pertain to the
								  progress of construction work, the order in which jobs are to be completed, and
								  similar records that do not form a basis of entries to the
								  accounts.
Destroy at option.
(h) Records of gas acreage owned, leased, or
								  optioned; lease records; well-drilling logs and well-construction records; and
								  geological and photographic maps of field.
1 year after the facility or relevant production
								  area is abandoned.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2534 - Retirement ledgers, work orders, and supplemental records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 34. The following retirement work in progress ledgers,
					 work orders, and supplemental records shall be retained for the periods
					 listed:
(a) Work order sheets that have the entries for
								  removal costs, materials recovered, and credits to utility plant accounts for
								  cost of plant retired posted to them.
5 years after the plant is retired if mortality
								  data are retained.
(b) Authorization for retirement of utility
								  plant, including memoranda that show the basis for the determination of the
								  cost of plant to be retired and estimates of salvage and removal
								  costs.
5 years after clearance to the plant account if
								  continuing plant inventory records are maintained; otherwise, 5 years after the
								  plant is retired, if mortality data are retained.
(c) Registers of retirement work
								  orders.
5 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2535 - Additional plant account records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 35. Summary sheets, distribution sheets, reports,
					 statements, and papers that directly support debits and credits to utility
					 plant accounts that are not covered by construction or retirement work orders
					 and their supporting records shall be retained for a period of 10 years after
					 clearance to the plant account if continuing plant inventory records are
					 maintained; otherwise, 6 years after plant is retired.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2536 - Appraisals and valuations; retention period

Current through Vol. 24-12, July 15, 2024
Rule 36. Appraisals and valuations made by the company of
					 its properties or investments or of the properties or investments of any
					 associated companies, including all records essential thereto, shall be
					 retained for a period of 3 years after disposition, termination of lease, or
					 writeoff of the property investment.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2537 - Maps; retention period

Current through Vol. 24-12, July 15, 2024
Rule 37. Maps and map reproductions that show the location
					 and physical characteristics of production, transmission, and distribution
					 systems of the utility shall be retained until the map is superseded or until 6
					 years after plant is retired, if mortality data are retained.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2538 - Construction project engineering records; retention period

Current through Vol. 24-12, July 15, 2024
Rule 38.
(1) If a
				  construction project is wholly or partially completed, maps or map
				  reproductions, diagrams, profiles, plans, photographs, records of engineering
				  studies, and similar records in connection with the project shall be retained
				  until these records are superseded or until 6 years after plant is retired, if
				  mortality data are retained.
(2) If
				  construction of the project does not result, the records may be destroyed at
				  option after completely accounting for all expenses incurred.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2539 - Utility plant contracts and agreements; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 39. The following contracts and other agreements that
					 relate to utility plant shall be retained for the periods listed:
(a) Contracts relating to the acquisition or sale of
								plant.
6 years after plant is retired.
(b) Contracts and other agreements that relate to
								services performed in connection with the construction of utility plant,
								including contracts for the construction of plant by others for the utility and
								contracts for supervision and engineering relating to construction work.
6 years after plant is retired.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2540 - Account reclassification records; retention period

Current through Vol. 24-12, July 15, 2024
Rule 40. Records that pertain to reclassifications of
					 utility plant accounts to conform to prescribed systems of accounts, including
					 supporting papers that show the basis for such reclassifications shall be
					 retained for a period of 6 years. (See rule 22 (b) (i)).
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2541 - Depreciation and depletion reserve records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 41. The following records of reserve for depreciation
					 and depletion of utility plant shall be retained for the periods listed:
(a) Detailed records or analysis sheets that
								segregate the depreciation reserve according to functional classification of
								plant.
25 years.
(b) Records that support computation of depreciation
								and depletion expense of utility plant, including such data as life and salvage
								studies.
25 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2542 - Statements of funds and deposits: retention periods

Current through Vol. 24-12, July 15, 2024
Rule 42. The following fund and deposit statement records
					 shall be retained for the periods listed:
(a) Summaries and periodic statements of cash
								balances on hand and with depositories.
Destroy at option.
(b) Statement of manager and agent cash balances on
								hand and with depositories.
Destroy at option.
(c) Authorizations for and statements of the
								transfer of funds from one depository to another.
Destroy at option.
(d) Requisitions and receipts for funds furnished to
								managers, agents, and others.
Destroy at option after funds have been returned or
								accounted for.
(e) Records of fidelity bonds of employees and
								others responsible for funds of the utility.
Until liability of bonding company has expired.
(f) Reports and estimates of funds required for
								general and special purposes.
Destroy at option.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2543 - Deposit records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 43. The following deposit records shall be retained
					 for the periods listed:
(a) Bank deposit books.
1 year.
(b) Copies of bank deposit slips.
1 year.
(c) Advice of deposits made when information
								  about the deposits is shown on other records that are retained.
Destroy at option.
(d) Statements from depositories that show the
								  details of funds received, disbursed, and transferred and balances on
								  deposits.
Destroy at option.
(e) Bank reconcilement papers.
1 year.
(f) Statements from banks of interest
								  credits.
1 year.
(g) Check stubs, registers, or other records of
								  checks issued.
3 years.
(h) Correspondence and memoranda that relate to
								  the stopping of payment of bank checks and to the issuance of duplicate
								  checks.
3 years or destroy at option after recovery of
								  the check(s).
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2544 - Receipt and disbursement records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 44. The following receipt and disbursement records
					 shall be retained for the periods listed:
(a) Daily or other periodic statements of receipts
								or disbursements of funds.
2 years.
(b) Records or periodic statements of outstanding
								vouchers, checks, drafts, issued and not presented.
2 years.
(c) Reports of associates that show working fund
								transactions and summaries thereof.
Destroy at option.
(d) Reports of revenue collections by field cashiers
								and pay stations.
Destroy at option.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2545 - Customer service applications and contracts; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 45. The following customer service applications and
					 contracts shall be retained for the periods listed:
(a) Applications for utility service for which
								  contracts have been executed.
Destroy at option.
(b) Applications for utility service used in
								  place of contracts.
1 year.
(c) Contracts and card files, or other records
								  thereof, with customers for utility service.
1 year after expiration or cancellation. If the
								  contracts are with other utilities for the purchase, sale or interchange of
								  product,
								  R 460.2519(b)
								  applies.
(d) Applications for utility service that were
								  withdrawn by the applicant or not granted by the utility.
1 year.
(e) Contracts or sales agreements with customers
								  and others for the sale of merchandise and appliances.
1 year after sales agreement is
								  discharged.
(f) Contracts for the lease of equipment to
								  customers, including receipts for this equipment.
1 year after expiration of contract or return of
								  equipment.
(g) Applications and contracts for extensions
								  covered by refundable deposits or guarantees of revenue and records that
								  pertain to such contracts.
1 year after entire amount is
								  refunded.
(h) Applications and contracts for extensions for
								  which donations or contributions are made by customers or other
								  individuals.
6 years after expiration.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2546 - Rate schedules; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 46. The following rate schedule records shall be
					 retained for the periods listed:
(a) General files of published rate sheets and
								  schedules of utility service, including schedules suspended or
								  superseded.
6 years.
(b) Regional or local office copies of rate
								  sheets and schedules of utility service.
1 year after expiration or
								  cancellation.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2547 - Customer guarantee deposit records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 47. The following customer guarantee deposit records
					 shall be retained for the periods listed:
(a) Customer deposit ledgers or card records.
6 years after refund.
(b) Customer deposit certificate books.
6 years after refund.
(c) Receipts for refunded customer deposits.
6 years after refund.
(d) Receipts for interest on customer deposits.
6 years after refund.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2548 - Meter reading sheets and records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 48. The following meter reading sheets and records
					 shall be retained for the periods listed:
(a) Superseded meter reading sheets.
2 years or as necessary to comply with service rules
								regarding refunds on fast meters.
(b) Meter reread sheets (special readings to check
								high or low consumption).
1 year.
(c) Customer reading cards.
1 year.
(d) Connection and disconnection orders.
1 year.
(e) Superseded indexes to meter books.
Destroy at option.
(f) Mark sensed meter reading cards. Note: If a gas
								utility collects rates authorized by this commission based on increased
								supplier rates collected under bond under authority of the federal energy
								regulatory commission, such utility shall maintain sufficient gas consumption
								records to enable the calculation of refunds to individual customers as may be
								ordered by the Michigan public service commission. This requirement shall
								continue in effect until final action by the federal energy regulatory
								commission or the final decree of the court, if appealed thereto, and until
								such time as the Michigan public service commission enters its order
								authorizing appropriate refunds if such be the case.
Destroy at option after transferring data to other
								records.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2549 - Charts and demand meter record cards; retention period

Current through Vol. 24-12, July 15, 2024
Rule 49. Maximum demand, pressure, temperature, and
					 specific gravity charts and demand meter record cards shall be retained for a
					 period of 1 year, except that if charts are exchanged with the customer and the
					 basic chart information is transferred to another record, the charts need only
					 be retained 6 months if the record containing the basic data is retained 1
					 year.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2550 - Miscellaneous billing data; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 50. The following billing data shall be retained for
					 the periods listed:
(a) Billing department copies of contracts with
								customers (in addition to contracts in general files).
Destroy at option.
(b) Service and inspection orders from which
								customers are charged and sundry charge advices.
1 year.
(c) Authorizations for charges under utility service
								contracts.
1 year after expiration of contract.
(d) Standard billing sheets or schedules that show
								computed bills of varying consumption according to rates.
Destroy at option.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2551 - Revenue summaries; retention. periods

Current through Vol. 24-12, July 15, 2024
Rule 51. The following revenue summaries shall be retained
					 for the periods listed:
(a) Summaries of monthly operating revenues
								according to classes of service for the entire utility.
6 years.
(b) Summaries of monthly operating revenues
								according to classes of service by towns, districts, or regions, including
								summaries of forfeited discounts and penalties.
6 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2552 - Customer ledgers and records used in place of ledgers; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 52. The following customer ledgers and other records
					 used in place of ledgers shall be retained for the periods listed:
(a) Customer ledgers.
2 years or as necessary to comply with service rules
								regarding refunds on fast meters.
(b) Records used in place of customer ledgers, such
								as bill summaries, registers, and bill stubs.
2 years or as necessary to comply with service rules
								regarding refunds on fast meters.
(c) Copies of large bills:
(i) If details are transcribed to ledgers covered by
								subdivision (a) of this rule.
Destroy at option.
(ii) If details are not transcribed to
2 years.
ledgers. (d) Trial balances of ledgers referred to
								in this rule.
1 year.
(e) Indexes to customer accounts.
2 years.
(f) Change of address notices.
Destroy at option.
(g) Cards and other records relating to forfeited
								discounts.
2 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2553 - Merchandise sales accounting and collecting records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 53. The following merchandise sales accounting and
					 collecting records shall be retained for the periods listed:
(a) Merchandise sales tickets (duplicates) and
								charge slips for work done.
Destroy at option after annual audit and 6 months
								after account is settled.
(b) Merchandise sales journals or registers and
								summaries of sales.
3 years.
(c) Merchandise ledgers and installment records.
1 year after completion of payments.
(d) Merchandise sales returns and adjustment
								tickets.
Destroy at option after annual audit and 6 months
								after account is settled.
(e) Cashier stubs for merchandise collections. (f)
								Cashier periodic reports and statements of collections on merchandise accounts.
1 year. 1 year.
(g) Records of monthly statements to customers.
Destroy at option.
(h) Reports relating to the status of merchandise
								accounts receivable.
1 year.
(i) Job orders and supporting details of charges to
								customers for work done.
3 years.
(j) Indexes and trial balances of merchandise
								ledgers.
1 year.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2554 - Collection reports and records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 54. The following collection reports and records shall
					 be retained for the periods listed:
(a) Periodic reports, lists, and summaries of
								collections of operating revenues by collectors, agents, and local, regional,
								or district offices. (See rule 44(d)).
Destroy at option.
(b) Bill stubs, copies of bills, collection slips,
								and other records which pertain to collections that are summarized or detailed
								in daily or periodic cash reports.
6 months.
(c) Memorandum records of remittances from local or
								branch offices.
6 months.
Note: See rule 43 pertaining to deposits of cash
								with banks. Rule 43 applies to all bank accounts whether at general, local, or
								regional offices.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2555 - Customer account adjustments; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 55. The following customer account adjustment records
					 shall be retained for the periods listed:
(a) Detailed records that pertain to adjustments of
								customer accounts for overcharges, undercharges, and other errors, the results
								of which have been transcribed to other records.
1 year.
(b) Detailed records of high bill complaints whether
								or not the complaints resulted in adjustments to customer accounts.
1 year.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2556 - Uncollectible accounts and customer credit records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 56. The following uncollectible account and customer
					 credit records shall be retained for the periods listed:
(a) Records of ratings, credit classifications, and
								investigations of customers.
Destroy at option.
(b) Ledger accounts and supporting details of
								customer accounts that are considered to be uncollectible.
For period legally collectible.
(c) Reports and statements that show the age and
								status of customer accounts.
1 year.
(d) Data on unpaid final bills.
1 year.
(e) Authorization for writing off customer accounts.
3 years.
Michigan Administrative Code › Department - Licensing and Regulatory Affairs › Public Service Commission › Preservation of Records of Electric, Gas, And Water Utilities › Part 2 - SCHEDULE OF RECORDS AND PERIODS OF RETENTION › Section R. 460.2557 - Payroll records; retention periods

Current through Vol. 24-12, July 15, 2024
Rule 57. The following payroll records shall be retained
					 for the periods listed:
(a) Payroll sheets or registers of payments of
								salaries and wages to individual officers and employees. (See subdivision (j)
								for pension or annuity payrolls and rule 33(a) for construction payrolls).
6 years.
(b) Records that show the distribution of salaries
								and wages paid to officers and employees for each monthly, semi-monthly, or
								weekly payroll period and summaries or recapitulation statements of such
								distribution.
See rule 22(b).
(c) Time tickets, time sheets, time books, time
								cards, worker reports, and other records that show hours worked, description of
								work, and accounts to be charged.
See rule 22(b).
(d) Paid checks, receipts for wages paid in cash,
								and other evidences of payments for services rendered by employees.
3 years.
(e) Applications and authorizations for changes in
								wage and salary rates, summaries and reports of changes in payrolls, and
								similar records.
3 years.
(f) Applications for payroll changes not authorized.
Destroy at option.
(g) Payroll authorizations and records of authorized
								positions.
3 years.
(h) Records of deductions from payrolls.
Destroy at option.
(i) Comparative or analytical statements of
								payrolls.
Destroy at option.
(j) Pension or annuity payrolls.
6 years.
(k) Pension paychecks.
3 years.
(l) Employee individual earning records.
6 years after termination of employment.