General Schedule List

Search Results

Series ID	Record Title	Description	Retention Period
GF-M-09	Bank Deposit Slips, Ledgers, Bank Statements, Cancelled Checks and Related Documents	Bank Deposit Slips, Ledgers, Bank Statements, Cancelled Checks and Related Documents	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GF-M-10	CAS Batch Control Sheet	Obsolete: Cost Accounting System (CAS) no longer active
GF-M-11	CAS Coding Attachment	Obsolete: Cost Accounting System (CAS) no longer active
GF-M-12	CAS Reports and Inquiries by Data Classification	Obsolete: Cost Accounting System (CAS) no longer active
GF-M-13	OBM Allocation Unit/SAC Definition	Used by OBM to define allocation units and be agencies to define their Spending Authority Codes (SAC's).	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GF-M-14	Revenue Receipts and Holding Account Redistribution	Used to deposit and record revenue receipts from any known revenue source and to hold unknown receipts for redistribution. Also used by agencies which have established a departmental holding fund from which revenue is redistributed or by any agency which receives revenue from an unknown source and deposits it to a fund using the revenue source hold.	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GF-M-15	Correction Notice	Used by State Accounting to indicate errors on documents returned to an agency site.	Retain until error is corrected, then destroy.
GF-WV-01	Request for Replacement Warrants that were Lost, Never Received or Forged/Stolen	Records or forms that include Claim for Reissuance of Voided Warrant form, Voided Warrant Certification form, Affidavit of Forgery form and related documentation submitted to the Office of Budget Management.	Retain until State Audit, audit report is released, all discrepancies are resolved, then destroy.
GF-WV-02	Warrant Rewrites	Form used to change information on a warrant.	Retain until no longer of administrative value, then destroy.
GF-WV-03	Request for Stop or Cancellation of Warrant	Agency authorization for Stop Payment / Warrant Cancellation including Stop Payment Warrant EFT Cancellation	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GF-WV-04	OAKS AP Vouchers, Travel Vouchers, Pcard Vouchers, Journal Vouchers, Invoices, Receipts and Attachments	Details of accounts payable transaction including documents authorizing payment of invoice for goods and/or services received. Information regarding payments made, supplier, agency, goods/services, backup documentation.	Retain until scanned in OAKS or audited by State Auditor, audit report is released, all discrepancies are resolved, then destroy. Electronic: 8 years
GF-WV-05	OAKS AR Billings, Deposit Modifications, Refund of Expenditure	Documents authorizing invoicing for goods and/or services rendered, deposits and backup documentation, (billing summaries, delinquent payment notices), receipt or repayments where the original payment was in error.	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years
GF-WV-06	OAKS Purchase Order and Requisition Transactions	Requisitions and purchase orders authorizing purchase of goods and services including back up documentation including quotes, contracts and other agreements, and electronic data records contained in OAKS Financial Sourcing.	Retain for 3 biennia plus current year (8 years) and until audited by State Auditor, audit report is released, and audit resolutions issued or resolved: Electronic: 8 years
GF-WV-07	OAKS Retired Asset Transactions and Backup Documentation	Details of retired asset transactions and documents authorizing disposal investigation results and disposal records.	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 6 years
GF-WV-08	Commitment Control and General Ledger Transactions; Request for Transfer of General Appropriation and Reallotment of Quarters; Fund Appropriation Request via Director or Executive Memorandum	Commitment Control and General Ledger transactions including backup documentation (budget journals, spreadsheet uploads, and worksheets).	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved.
GF-WV-09	Chartfield Requests and Backup Documentation	Chartfield request submissions including new grant numbers, projects, department, service location, etc., justifying the request (e.g. grant notice award).	Retain for 3 biennia plus current year (8 years) and until audited by State Auditor, audit report is released, and audit resolutions issued or resolved. Electronic: 8 years
GP-M-01	Requests for Investigations	Obsolete: Use GP-O-09 Employee Labor Documents
GP-M-02	Internal Investigations	Obsolete: Use GP-O-09 Employee Labor Documents
GP-M-03	Telephone Logs, Bills and Call Records	Obsolete: Use IT-OP-07 System Users Access Records
GP-M-04	Financial Disclosure Statements & Joint Legislative and Ethics Commission "JLEC" Statements	Official document that outlines personal sources of income, immediate family, business interest, real property, debtors and creditors, investments, gifs and travel expenses and all corresponding documents, i.e., Request for financial disclosure information and receipt thereof.	Retain 2 years, then destroy.