A RESOLUTION OF THE CITY COUNCIL OF HOMER, ALASKA AMENDING THE OFFICIAL RECORDS RETENTION SCHEDULE FOR THE CITY OF HOMER REGARDING CLERK CONTRACT FILES AND FINANCE FILES.
WHEREAS, the Official Retention Schedule is reviewed annually and updated as needed pursuant to Homer City Code 2.08.010(g); and
WHEREAS, a memo was received from the Finance Department requesting certain amendments with review by the City Clerk.
NOW, THEREFORE, BE IT RESOLVED by the Homer City Council that the City of Homer's Official Retention Schedule is hereby amended as follows:
CONTRACTS
| Contract Files
Official documentation of selection of contractor and issuance of the contract. May include requests for proposals, with affidavits of publication, evaluation of responses, notices of award, contract negotiations, original signed contracts, correspondence. Bills of sale. |
off T
vlt 1 csf 6 total T+7 |
T = expiration of Contract
City Clerk' s File is the original record. Payment records are in Finance. This original information is to be given to the City Clerk. |
| Construction Project Files
includes specifications, contact, change order/contract modifications, inspection reports, selection/negotiation, plans, bids, evaluations, performance bonds, and correspondence. |
off T
vlt 2 csf 5 total T+7 |
T = completion and final payment. City Clerk's Office files. |
| Finance Support Records: May include workpapers, spreadsheets, summaries, and other data reflecting the expenditure of contract funds. | off A
vlt 0 csf 0 total A |
completion of source agency audit A = City projects; Federal and State projects 10 years or after source audit. |
| Books of Original Entry
Detailed General ledger /journal, revenue ledger/journal, expenditure ledger/journal.for all funds and adjusting journal entries. |
off 1
vlt 1 csf P total P |
Finance Files.
This includes journal entries and adjusting journal entries are backup for journal entries and considered books of original entry - KPMG Peat Marwick. Micromedia. |
| Subsidiary Ledgers and Journals - accounts receivable, accounts payable, daily cash receipts, cash disbursements. Receivable journals for water/sewer, assessments, port/harbor and miscellaneous. | off 2 1
vlt 1 csf 0 total 3 2 |
Finance Files |
| Receipts
Official documentation of payment for goods or services, fines, fees, and permits |
off 1
vlt 1 csf 5 total 7 |
Finance Files |
| Banking Records Pre 99
Bank statements, canceled checks, check stubs or copies, deposit slips, check registers, and reconciliation worksheets. Bank reconciliation information such as bank statements, deposit slips, check registers, and reconciliation worksheets. |
off 1
vlt 1 2 csf 5 1 total 7 4 |
Finance Files. Pre 99 continue same schedule. Post 12/31/98 will have no retention. |
| Bills of Sale
official documentation of transaction between government agency and buyers |
off 1
vlt 1 csf 5 total 7 |
Finance Files |
| Vouchers
Official authorization to pay a claim or bill. |
off 1
vlt 1 csf 5 total 7 |
Finance files |
| Paid bills and invoices | off 1
vlt 1 csf 5 total 7 |
Finance Files |
| Travel Requests and Vouchers
Official documentation of travel requests, authorization and cost of reimbursement |
off 1
vlt 1 csf 5 total 7 |
Finance Files |
| Savings Account Records
Passbooks, statements, and reconciliations. |
off 1
vlt 1 csf 5 total 7 |
Finance Files |
| Contract Files (see Clerk) payment records | off T
vlt 1 csf 6 total T+7 |
Finance Files. City
Clerk should be given original information for a complete contract file. |
| Financial support Records for contracts, projects and Grants: May include workpapers, spread sheets, computer printouts and other data/information reflecting the expenditure/revenue of contract, projects or grant funds. | off A
vlt 0 csf 0 total A |
Completion of source agency audit, see GRANTS. Or T - meaning term of the contract or project. |
| Billing Statements
Statements for services or taxes due. |
off 1
vlt 1 csf 5 total 7 |
|
| Purchase Requisitions
Requests by operating departments for goods and services |
off 1
vlt 1 csf 5 total 7 |
|
| Purchase Orders
Official documentation of purchase transactions for goods or services not on contract. |
off 1
vlt 1 csf 5 total 7 |
Finance. Permanent Purchase Orders are attached to legal document affidavits for publications. On file in the City Clerk's Office. |
| Purchase Contracts
Official documentation regarding the purchase of goods and services resulting from a formal bid. |
off 1
vlt 1 csf 5 total 7 |
See Contracts. |
| Logs, Bid, and Purchase Order:
listings in numeric order showing document number, date, amount, department and vendor. |
off 1
vlt 1 csf 5 total 7 |
|
| Purchasing Records | off 7
vlt 0 csf 0 total 7 |
With specific reference to Library type information purchases. However, applies generally. |
| Savings Bond Accounting Records | off 1
vlt 1 csf 5 total 7 |
PAYROLL
| Employee withholding exemptions (w-4, w-e,
etc). Tax Records
amounts of wages subject to withholding, agreements with employee to withhold additional taxes, actual taxes withheld dnd date withheld, Reasons for any difference between total tax payments and actual tax payments. |
off 1
vlt 3 csf 0 total 4 |
Finance Files
Keep the longer of 4 years from tax due date or 4 years from date tax paid. FRR |
| Employer Copy of W-2 (Federal withholding tax statement) | off 1
vlt 1 3 csf 2 total 4 |
| Payroll Policies and
Procedures |
off 1
vlt 1 csf P total P |
Copy maintained in Finance. Micromedia. |
| Records of Attachments, Garnishments, or levies against salaries or wages | off T
vlt 1 csf 6 total T+7 |
Satisfaction or termination of employment. |
| Compensation Records Computer generated
payroll reports including quarterly reports.
daily work schedules, pay rate, weekly compensation, amounts and dates of actual payment, period of service covered, daily and weekly hours, straight time and overtime hours and pay, annuity and pension payments, accident and health plan payments, fringe benefits paid, deductions and additions. Payroll Check copy. |
off 3 1
vlt 0 3 csf 0 total 3note comment 4 |
3 years from date of last entry in file. Keep the longer of 4 years from date tax due or tax paid, 3 years from date of last entry in file, 3 years from expiration of contract. (some employees are contract such as City Manager) FRR |
| Timesheets or Timecards. Daily, weekly, or monthly record of time, including overtime. | off 1
vlt 1 3 csf 1 0 total 3 4 |
| Employee Earnings Record
Shows gross earnings, deductions, and net pay to each employee. Yellow slips. |
off 1
vlt 2 3 csf 7 4 total 10 8 |
| Payroll Deduction Authorization and Lists. | off 1
vlt 1 csf 8 total 10 |
| FICA and Unemployment Insurance Reports. | off 1
vlt 1 csf 8 total 10 |
| Payroll Warrant Register
Shows check number, employee name, net amount, and cost center coding. |
off 1
vlt 2 csf 2 total 5 |
| Individual Payroll Case files:
Documents related to the employees salary, may include payroll action forms, PERS enrollment and transaction forms etc. |
off T +9
vlt 1 0 csf 9 0 total T+9 |
PASSED AND ADOPTED by the Homer City Council this 18th day of December, 2000 by the Homer City Council.
CITY OF HOMER
___________________________
JACK CUSHING, MAYOR
ATTEST:
____________________________________
MARY L. CALHOUN, CMC, CITY CLERK
Fiscal Note: NA