FILE:  DIE

 

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, as approved by the Lafayette Parish School Board.  All material records of the School Board shall be maintained for a minimum period of least three (3) years, unless otherwise noted in the schedule below:

 

RECORDS RETENTION SCHEDULE

3 Years

5 Years

6 Years

Permanent

 

1099 Forms

 

 

Y

 

 

Accounts payable and receivable

 

 

Y

 

 

Administrative projects records

Y

 

 

 

 

Annual budget reports

 

 

Y

 

 

Auto/mileage reports/Travel expense

 

 

Y

 

 

Bank statements/Cancelled checks

 

Y

 

 

 

Bids

Y

 

 

 

 

Budgets

 

Y

 

 

 

Child Nutrition accounting records, claims for reimbursement and purchase orders (food & equipment

 

Y

 

 

 

Child Nutrition food bids, inventory records and time sheets

Y

 

 

 

 

Correspondence (regular and e-mail):

 

 

 

 

 

-  general or routine

Y

 

 

 

 

-  legal and important matters

 

 

Y

 

 

Deeds, mortgages, and bills of sale

 

 

 

Y

 

Deposit receipts

 

 

Y

 

 

Employee Absence History

 

 

 

 

Active + 30 FY

Employee Leave History

 

 

 

 

Active + 30 FY

Employee Payroll Check History

 

 

 

 

Active + 30 FY

Financial audit reports

 

 

Y

 

 

Financial statements

 

 

Y

 

 

Fire Marshall Inspections

Y

 

 

 

 

Fixed assets/Inventory records

 

 

Y

 

 

Free & reduced meal applications

Y

 

 

 

 

Garnishments

Act + 3 FY

 

 

 

 

Health Inspections

Y

 

 

 

 

Indirect Cost Rates

 

Y

 

 

 

Insurance policies (expired)

Y

 

 

 

 

Insurance policies (current)

 

 

 

Y

 

Invoices

 

Y

 

 

 

Land Leases

Act + 3 FY

 

 

 

 

Monthly Request for Reimbursement

 

Y

 

 

 

Patient records

 

 

Y

 

 

Payroll records and summaries

 

 

Y

 

 

Personnel files (after separation)

 

 

Y

 

 

Phone/Fax Quote

Y

 

 

 

 

Property records

 

 

 

Y

 

Purchase orders

 

Y

 

 

 

Requisitions

 

Y

 

 

 

Sales Tax bank statements, reconciliation, checks

 

Y

 

 

 

Sales Tax court actions, settlements, judgements

 

Y

 

 

 

Sales Tax History

 

Y

 

 

 

Sales Tax Invoices, receipts, expenses

 

Y

 

 

 

Sales Tax Returns / Receipts

 

 

 

Y

 

Schedule A files

Y

 

 

 

 

Sealed Quotes

Y

 

 

 

 

Summer Feeding documents

 

Y

 

 

 

State/Local contracts

 

 

Y

 

 

Tax returns and related documents

 

 

 

Y

 

Time sheets

Y

 

 

 

 

 

Other time restrictions may apply to certain records.  A microphotographic process or other legal form of archival recordkeeping may be utilized and the resulting microform retained for storage in lieu of the original itself unless specifically prohibited by law.

 

Records should not be destroyed when there is pending litigation or until the appropriate state or federal audits have been conducted.  The disposal of public records in any school shall be supervised by the principal and a record made of the disposal, including the disposal date and names of those observing the disposal.

 

Any off-site storage of records or official documentation shall be properly labeled for easy reference, and protected for security.

 

Adopted:  October 7, 2015

 

 

Ref:    La. Rev. Stat. Ann. ยงยง17:196, 39:1597, 39:1598, 39:1626, 39:1627, 44:36, 44:411

Board minutes, 10-7-15

 

Lafayette Parish School Board