FILE: DIE
Cf: CN
RECORDS RETENTION
Financial records, supporting documents, statistical records and all other records pertinent to accounting and reporting for sources and uses of funds shall be retained in accordance with the Records Retention Schedule, below, as approved by the School Board.
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RECORD TITLE |
RETENTION PERIOD
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REMARKS |
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Office/Record Center |
Destroy After |
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PERSONNEL AND PAYROLL
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Attendance Records: Includes time sheets, absence from duty forms, and record sheets for all employees
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3 3 |
After audit |
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Payroll Check Registers: Listing of checks
|
3 3 |
After audit |
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Payroll Deductions: Includes garnishment documents
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3 3 |
After audit |
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Payroll Journals/Ledgers: Payroll records by employee showing the check number, gross pay, deduction, leaves, etc.
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PERMANENT |
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Personnel: Information on employees
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PERMANENT |
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W- 2, W- 4, and L- 4 Records
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7 7 |
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Employee Accident Reports
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7 7 |
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BUSINESS AND FINANCE
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Audit Records: Financial audit documents by CPA firm or Legislative Auditor
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PERMANENT |
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Bank Statements and Reconciliation: After 10/01/2007, cancelled checks are scanned with statement
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7 7 |
After audit |
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Bids: Includes specifications, vendors, and tabulations sheet
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3 3 |
After completion and audit |
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Bonds and Coupons: Cancelled and returned because debt is paid
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3 3 |
After maturity |
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Budget
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PERMANENT |
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Cancelled Checks: After 10/01/2007, scanned on bank statement
|
7 7 |
After audit |
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Grants: All grants, unless mandated to retain longer
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3 3 |
After final closure |
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Insurance Policies |
3 3 |
After policy expiration
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Invoices: Attached to accounts payable check copies which includes purchase orders and other supporting documentation
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3 3 |
After audit |
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Journals and Ledgers
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PERMANENT |
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Minutes: Include committee meeting recommendations
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PERMANENT
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Project Files: School buildings and improvement projects
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3 3 |
After completion |
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Purchase Orders: This is for all paper copies. Computerized purchase orders and requisitions may be longer
|
3 3 |
After audit |
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Receipts
|
3 3 |
After audit |
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Resolutions: Part of the official minutes |
PERMANENT
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SCHOOL ADMINISTRATION
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Field Trip
|
3 3 |
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Fire Drills |
7 7 |
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Cancelled Checks: After 10/01/2007, scanned on bank statement
|
7 7 |
After audit |
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Grants: All grants, unless mandated to retain longer
|
3 3 |
After final closure |
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Invoices: Attached to accounts payable check copies which includes purchase orders and other supporting documentation
|
3 3 |
After audit |
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Journals and Ledgers
|
PERMANENT |
|
|
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Purchase Orders: This is for all paper copies. Computerized purchase orders and requisitions may be longer
|
3 3 |
After audit |
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Receipts
|
3 3 |
After audit |
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Student Accident
|
7 7 |
Or until closed |
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Student Records
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PERMANENT |
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Other time restrictions may apply to certain records. A microphotographic process may be utilized and the resulting microfilm or electronic storage of records retained for storage in lieu of the original itself unless specifically prohibited by law.
New policy: August 9, 2010
Ref: La. Rev. Stat. Ann. ยงยง17:196, 39:1597, 39:1598, 39:1626, 39:1627, 44:36
Board minutes, 8-9-10
Iberville Parish School Board