Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 300 - STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES › Section 166-300-0025 - Financial Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
1099-Miscellaneous Forms
Records document the agency's responsibility for ensuring vendor
			 payments are accurate. If vendor information is incorrect, the agency prepares
			 a '1099-Misc. Change Request' and forwards it to the Statewide Financial
			 Management Services section for correct to the 1099-Misc. form. The Statewide
			 Financial Management Application (SFMA) tracks vendor payments and produces
			 1099-Misc. forms for federal reporting. (Retention: Retain 6 years,
			 destroy).
(2)
Account
			 Reconciliation Records
Records document the reconciliation of agency
			 funds and accounts such as cash accounts with the State Treasury or other
			 subsystems, capital asset to capital expenditures, or federal revenue to
			 federal expenditures. Records may include printouts, worksheets, reports,
			 schedules, and other supporting documentation. Records include those produced
			 by the Statewide Financial Management Application (SFMA), the Department of
			 Administrative Services Data Mart, and any other subsystems used by the agency.
			 (Retention: Retain 6 years, destroy).
(3)
Account Transfer Records
Records document the authorized transfer, movement, and receipt of funds
			 between various accounting structures, including agency cost accounting
			 systems, agency subsystems, Treasury accounts, and the statewide financial
			 management application. Records include journal vouchers and transfer requests.
			 (Retention: Retain 6 years, destroy).
(4)
Accounting Structure Organizational
			 Hierarchy Records
Records document the program and/or organization of an
			 agency's accounting structure. The accounting structure includes items such as
			 comptroller objects, agency objects, fund structure, and general ledger account
			 and other codes and profiles. Records include those produced by the Statewide
			 Financial Management Application (SFMA) the Department of Administrative
			 Services Data Mart, and any other subsystems used by the agency. Records may
			 include SFMA profile listings showing accounting structure and fund split
			 tables. (Retention: Retain 6 years, destroy).
(5)
Accounting System Input Documents
			 and Listings, and Agency Control Reports
Records document transactions
			 or changes entered into the accounting system and other subsystems. They are
			 used to control accuracy of data entry and to verify data input and batch
			 control. Records include those produced by the Statewide Financial Management
			 Application (SFMA), the Department of Administrative Services Data Mart, and
			 any other subsystems used by the agency. Records include input documents, batch
			 control reports, hand-posted spreadsheets, control reports, and memoranda.
			 (Retention: Retain 4 years, destroy).
(6)
Accounts Payable Reports
Records document current outstanding liabilities and provide a record of
			 payments of bills by the agency. They may also serve as a subsidiary ledger.
			 Records include those produced by the Statewide Financial Management
			 Application (SFMA), the Department of Administrative Services Data Mart, and
			 any other subsystems used by the agency. (Retention:
(a) Retain SFMA requestable reports: 6 years,
			 destroy;
(b) Retain all other
			 accounts payable records: 6 years, destroy).