Pennsylvania Code › Title 52 - PUBLIC UTILITIES › Part I - Public Utility Commission › Subpart C - Fixed Service Utilities › Chapter 59 - GAS SERVICE › ACCOUNTS AND RECORDS › Section 59.45 - Preservation of records

Current through Register Vol. 54, No. 28, July 13, 2024
Each gas utility shall keep and preserve its records in
						conformity with the provisions applicable to it in the most recent publication
						of the National Association of Regulatory Utility Commissioners, entitled
						"Regulations to Govern the Preservation of Records of Electric, Gas and Water
						Utilities," except as follows when the following retention periods
						apply:
Item No. and
								Description
Retention Period
6. (a)
Minute books of stockholders',
								directors', and directors' committee meetings.
25 years
6. (b)(4)
Licenses (including amendments
								thereof) granted by Federal or State authorities for construction and operation
								of utility plant.
5 years after plant is retired or expiration of
								license, whichever is shorter.
8. (a)
Reports of examinations and audits
								by accountants and auditors not in the regular employ of the utility (such as
								reports of public accounting firms and regulatory commission accountants).
5 years after date of report or Commission audit, whichever comes
								last.
8. (b)
Internal audit reports and work
								papers.
5 years after date of report or Commission audit, whichever
								comes last.
10. (a)(1)
General ledgers.
20
								years
10. (a)(2)
Ledgers subsidiary or auxiliary
								to general ledgers except ledgers provided for elsewhere.
20 years
10. (b)(1)
Indexes to general ledgers.
20 years
10. (b)(2)
Indexes to subsidiary ledgers
								except ledgers provided for elsewhere.
20 years
11. (a)
Journals, general and subsidiary.
20 years
12. (a)
Journal vouchers and journal
								entries.
20 years
13. (a)
Cash books, general and subsidiary
								or auxiliary books.
5 years after close of fiscal year.
14. (a)
Voucher registers or similar
								records when used as a source document.
5 years
15. (a)
Paid and cancelled vouchers (1 copy
								analysis sheets showing detailed distribution of charges on individual vouchers
								and other supporting papers).
5 years
15. (b)
Original bills and invoices for
								materials, services, and the like, paid by vouchers.
5 years
15. (c)
Paid checks and receipts for
								payments by voucher or otherwise.
5 years
15. (d)
Authorization for the payment of
								specific vouchers.
5 years
22.4 (e)
Pumping output logs with
								supporting data.
3 years
26. (a)
Authorization for expenditures for
								maintenance work to be covered by work orders, including memoranda showing the
								estimates of costs to be incurred.
5 years
26. (b)
Work order sheets to which are
								posted in detail the entries for labor, material and other charges in
								connection with maintenance and other work pertaining to utility operations.
5 years
26. (c)
Summaries of expenditures on
								maintenance and job orders and clearances to operating and other accounts
								(exclusive of plant accounts).
5 years
30. (a)
Ledgers of utility plant accounts
								including land and other detailed ledgers showing the costs of utility plant by
								classes.
30 years
31. (a)
Construction work in progress
								ledgers.
5 years after clearance to the plant account, provided
								continuing property plant inventory records are maintained; otherwise 6 years
								after plant is retired.
31. (b)
Work order sheets to which are
								posted in summary form or in detail the entries for labor, materials and other
								charges for utility plant additions and the entries closing the work orders to
								utility plant in service at completion.
5 years after clearance to the
								plant account, provided continuing property plant inventory records are
								maintained; otherwise 6 years after plant is retired.
31. (f)
Analysis or cost reports showing
								quantities of materials used, unit costs, number of man-hours, and the like, in
								connection with completed construction project.
5 years after clearance
								to the plant account, provided continuing property plant inventory records are
								maintained; otherwise 5 years after plant is retired.
33.
Summary sheets, distribution sheets,
								reports, statements, and papers directly supporting debits and credits to
								utility plant accounts not covered by construction or retirement work orders
								and their supporting records.
5 years after clearance to the plant
								account, provided continuing property plant inventory records are maintained;
								otherwise 6 years after plant is retired.
41. (a)
Ledger sheets and card records of
								materials and supplies received, issued and on hand.
6 years
45. (a)
Applications for utility service
								for which contracts have been executed.
4 years
45. (g)
Applications and contracts for
								extensions covered by refundable deposits or guarantees of revenue, also
								records pertaining to such contracts.
4 years after entire amount is
								refunded.
45. (h)
Applications and contracts for
								extensions for which donations or contributions are made by customers or
								others.
4 years after expiration.
46. (a)
General files of published rate
								sheets and schedules of utility service (including schedules suspended or
								superseded).
6 years
51. (a)
Summaries of monthly operating
								revenues according to classes of service for entire utility.
5 years
51. (b)
Summaries of monthly operating
								revenues according to classes of service by towns, districts, or divisions
								(including summaries of forfeited discounts and penalties).
5 years
53. (e)
Cashiers' stubs for merchandise
								collection.
1 year
57. (a)(1)
Federal income tax returns.
5 years after settlement.
57. (a)(5)
Agreements between associate
								companies as to allocation of consolidated income taxes.
5 years after
								settlement.
57. (c)
Filings with taxing authorities to
								qualify employee benefit plans.
5 years after settlement of Federal
								return or discontinuance of plan, whichever is later.
59. (f)
Check stubs, registers, or other
								records of checks issued.
5 years
59. (g)
Correspondence and memoranda
								relating to the stopping of payment of bank checks and to the issuance of
								duplicate checks.
5 years or destroy at option after check is
								recovered.
61. (a)
Annual financial, operating and
								statistical reports regularly prepared in the course of business for internal
								administrative or operating purposes (and not used as the basis for entries to
								accounts of the companies concerned) to show the results of operations and the
								financial condition of the utility.
5 years after date of report.
65. (a)
Annual financial, operating and
								statistical reports.
15 years
65. (c)(1)
Transaction with associated
								companies.
5 years
65. (c)(7)
Purchases and sales, utility
								properties.
10 years
65. (c)(9)
Service interruptions.
5 years
66. (a)
Copies of advertisements by the
								company on behalf of itself or any associate company in newspapers, magazines
								and other publications including records thereof (excluding advertising of
								product, appliances, employment opportunities, services, territory, routine
								notices and invitations for bids for securities, all of which may be destroyed
								at option).
3 years
The provisions of this §
													59.45 amended under the Public
						  Utility Code,
						  66 Pa.C.S. §
														§
														501,
						  504-506,
						  1301 and
						  1501.