Fiscal General Accounting

• General ledger showing summary receipts and disbursements from all funds and accounts (10 years)
• Subsidiary ledger providing details of the general ledger accounts (6 years after last entry)
• Journal recording chronological entries of all fiscal transactions
• With detailed entries that include information on payee or payor and purpose (PERMANENT)
• Citing only receipt or voucher number (6 years after last entry)
• Accounting register, including but not limited to check register, transfer of funds register, encumbrance register, and register of claims presented for payment and paid claims (6 years after last entry)
• Cash transaction record showing cash received from collection of various fees and petty cash disbursed (6 years)
• Notice of encumbrance indicating funds encumbered and amount remaining unencumbered (6 years)
• Past due account fiscal records and summaries (6 years after account satisfied or otherwise closed)
• Intermediary fiscal record of receipts and disbursements, including but not limited to detail record, analysis, proof sheet or trial balance worksheet, and adding machine tapes
• Abstract of receipts, disbursements, or claims (6 years)
• Employee expense reports are maintained by Financial Services. They are maintained in number order and can also be retrieved by employee name. Individual departments have access to departmental expense reports on request and need not maintain departmental copies beyond the completion of the annual audit (October 1 for the fiscal year June 1 to May 31 unless such records are used frequently by the department. (4 years)
• Voucher authorization forms are maintained by Financial Services. Departments needs only maintain vouchers beyond the completion of the annual audit (September 1 for the fiscal year June 1 to May 31) (6 years)