The following are examples of folder structures for different types of records. If you are unsure about how your records fit in, contact us.
FINANCIAL RECORDS FOR STATE AND NON-GRANT BUDGETS
Type of Record
Possible Cutoffs
Use Folder Structure
Includes
Fixed in time
End of biennium
End of fiscal year
End of fiscal year in which approved
Model structure:
Record Type- Year
- Folder Name
- Folder Name
- Year
For example:
- Budget Records
- FY2021
- 01-2345
- 98-7654
- FY2020
Accounts Receivable
Animal Request/Order Forms
Bank Records
Billing Source Documents
Budget Preparation Files/Working Papers
Budget Requests -- Final
Budget Revision Documentation
Cash Transmittals
Check Requests
Financial Records for State and Non-Grant Budgets
General Ledgers
Journal Vouchers (JVs)
Parking Validation Log
Petitions and Waivers
Petty Cash Vouchers
Recharge/Service Center Amortization Schedules, Fee Rate Analysis and Schedules
Refund Records
Type of Record
Possible Cutoffs
Use Folder Structure
Includes
Event based
Award of bid or solicitation cancelled
Budget closed
Debt paid or determined uncollectable
Funds dispersed
Resolution of audit issues
Submission of request
Termination of authorization
Until superseded
Model structure:
- Record Type
- Active
- Folder Name
- Closed
- Year
- Folder Name
- Year
For example:
- State Audit Reports
- Open
- Culinary History Program
- Completed
- 2021
- Economics of Food Program
- 2020
Audit Reports
Bid Documents
Budget Number Requests
Collections Files
Consolidated Budget Status Report
Delegation of Authority
Endowment Fund Records
NSF Checks
SAF Budget Requests