RECORDS RETENTION SCHEDULE

3 Years

5 Years

6 Years

Permanent

1099 Forms

U

Accounts payable and receivable

U

Administrative projects records

U

Annual budget reports

U

Auto/mileage reports/Travel expense

U

Bank statements/Cancelled checks

U

Bids

U

Budgets

U

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

U

Child Nutrition food bids, inventory records and time sheets

U

Correspondence (regular and e-mail):

-  general or routine

U

-  legal and important matters

U

Deeds, mortgages, and bills of sale

U

Deposit receipts

U

Employee Absence History

Active + 30 FY

Employee Leave History

Active + 30 FY

Employee Payroll Check History

Active + 30 FY

Financial audit reports

U

Financial statements

U

Fire Marshall Inspections

U

Fixed assets/Inventory records

U

Free & reduced meal applications

U

Garnishments

Act + 3 FY

Health Inspections

U

Indirect Cost Rates

U

Insurance policies (expired)

U

Insurance policies (current)

U

Invoices

U

Land Leases

Act + 3 FY

Monthly Request for Reimbursement

U

Patient records

U

Payroll records and summaries

U

Personnel files (after separation)

U

Phone/Fax Quote

U

Property records

U

Purchase orders

U

Requisitions

U

Sales Tax bank statements, reconciliation, checks

U

Sales Tax court actions, settlements, judgements

U

Sales Tax History

U

Sales Tax Invoices, receipts, expenses

U

Sales Tax Returns / Receipts

U

Schedule A files

U

Sealed Quotes

U

Summer Feeding documents

U

State/Local contracts

U

Tax returns and related documents

U

Time sheets

U