General Schedule List

Search Results

Series ID	Record Title	Description	Retention Period
GAR-VT-03	Vehicle Operations File	Obsolete: Use GAR-V-03
GAR-VT-04	Vehicle to Salvage Information Sheet	Obsolete: Use GAR-V-04
GF-BA-01	OAKS Budget and Planning	Detail of entries made in OAKS to establish, transfer or correct coding, cash, allotment, or appropriations including documents justifying the change (e.g. payroll journals, budget journals, budget proposals, worksheets, projections, narratives, line item details). Includes audit reports and work papers created by agency's internal audit unit.	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years.
GF-BA-02	Executive Budget Proposal	Ohio Governor's executive budget document and related documentation published to OBM website (Blue Book).	Retain for 3 biennia plus current year (total 8 years) and until audited by State Auditor, audit report is released, and audit resolutions issued or resolved.
GF-BA-03	Fund Appropriation Request	Allows state agencies to establish or increase appropriation authority in special funds.	Retain until State Audit, audit report is released, all discrepancies are resolved, then destroy.
GF-BA-04	Spending Authority Adjustment	Used to transfer appropriations at the Spending Authority Code (SAC) level in the OAKS Financial Sourcing System between quarters of the fiscal year if they are within the same appropriation line item of an appropriation bill.	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years
GF-BA-05	Request for Transfer of General Appropriation and Re-allotment of Quarters	Allows state agencies to transfer funds between appropriation line items. ORC 127.13	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years
GF-BA-06	Refund of Expenditure Within the Biennium for Prior Year	Used to record receipts or repayment where the original payment was in error, duplicated, or made illegally. This is done within the biennium for the prior year.	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years
GF-BA-07	Controlling Board General Request	To request Controlling Board approval of emergency expenditures for Capital Improvement Projects, purchases made without competitive selection, and transfer of Capital Improvement Funds.	Retain 2 years, then destroy.
GF-G-01	Grant Applications and Related Documents	Records include the grant application and all supporting documentation for both grantee and grantor. Includes, but not limited to, budget information, program narrative, assurances, abstracts, and supplements.	Retain for 3 biennia plus current year (total 8 years) and until audited by State Auditor, audit report released, and audit resolutions issued or resolved.
GF-G-02	Federal Grant Files	Records concerning federal grants to state agencies (acting as either grantee or grantor) which document the award, expenditure, and use of federal monies. This includes, but is not limited to, Notice of Award, Budget Information (SF-425), Maintenance of Effort, Financial Status Report, Federal Financial Report, program reports, monitoring and site visit reports, and payment requests.	Retain for 3 biennia plus current year (total 8 years) and until audited by State Auditor, audit report released, and audit resolutions issued or resolved.
GF-G-03	Grant Master Information	Obsolete: Cost Accounting System (CAS) no longer active. Schedule may be modified to include new Enterprise Grants System.
GF-M-01	Internal Audit Reports	Audit reports and work papers created by an agency's internal audit unit or similar functioning unit.	Retain until audited by State Auditor, audit report is released, and all discrepancies are resolved, then destroy.
GF-M-02	Federal or State Audit Reports	Copies of audit reports issued by State Auditor or federal government. Details of entries made in OAKS to establish, transfer or correct coding, cash, allotment, or appropriations including documents justifying the change (i.e., payroll journals, budget journals, budget proposals, worksheets, projections, narratives, line item details).	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years.
GF-M-03	Bonds & Bond Coupons, Redeemed	Redeemed Bonds and Bond Coupons	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GF-M-04	Bond Registers	Bond Registers	Retain 10 years after final call date, then destroy.
GF-M-05	Petty Cash Records	Records include the Petty Cash Fund Quarterly Reports, Petty Cash Account Request Forms, Advance of Petty Cash Funds Forms, bank statements, and back-up documentation.	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GF-M-06	Cash in Treasury Detail Ledger, Cash Receipt Records & Cash Transfer, Register of Intra-Treasury	Cash in Treasury Detail Ledger, Cash Receipt Records & Cash Transfer, Register of Intra-Treasury	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GF-M-07	Accounting Entity Description, Accounts Payable Ledger and Accounts Receivable Ledger	Accounting Entity Description, Accounts Payable Ledger and Accounts Receivable Ledger	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GF-M-08	Balance Sheets	Balance Sheets	Retain 2 years, then destroy.