OFFICE OF THE DIRECTOR/ACCOUNTING SERVICES

 

1983 ORANGE BOWL FILE

This series contains campus and off-campus correspondence, photocopies of budget reports sent to and received from campus offices, and photocopies of expenditure lists sent to and received from campus offices.

RETENTJON: Transfer to University Archives.

 

ACCOUNTING SERVICES NEWSLETTER NOTEBOOK

This series contains photocopies of newsletters sent to campus offices.

RETENTION: Retain in office while active, then destroy by recycling.

 

ADMINISTRATIVE SECRETARY REFERENCE FILES

This series contains near-print informational material, object codes, key assignments, telephone records, form number assignments, car register files, material needed for Board files, manuals, drug policies received from Office of the Chancellor, Civil Service Job Specifications received from off campus, and the following received from Human Resource Management: pay scales, discipline codes, and employee handbooks.

RETENTION: Retain in office while active, then destroy by landfill.

 

AMERICAN EXPRESS APPLICANTS LIST

This series contains lists of applicants for American Express cards.

RETENTION: Retain in office until superseded, then destroy by shredding then landfill.

 

AMERICAN EXPRESS REPORTS

This series contains the following reports received from American

Express: card holder listings, Vendor Summary Reports, Vendor

Summary Geographic Reports, Past Due Accounts Reports, Monthly

Accounts Control Reports, and Monthly Airline Credit Adjustment

Reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

APPLICANTS NOT HIRED FILES

This series contains the following received from off campus: job applicant letters of reference and job applicant resumes.

RETENTION: Retain 1 year in office, then destroy by shredding

then landfill.

 

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

DIRECTOR WORKING FILES

This series contains campus and off-campus correspondence.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

FINANCIAL REPORTS AND REFERENCE BOOKS, 1929-1964 (OBSOLETE)

This series contains off-campus near-print informational

material, financial statements, and manuals.

RETENTION: Destroy by landfill.

 

GENERAL CORRESPONDENCE FILES

This series contains campus and off campus correspondence and off-campus near-print informational material.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by shredding then landfill.

 

MASTER FORMS

This series contains master forms generated here and received from campus.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by landfill.

 

NEWSLETTERS

This series contains newsletters.

RETENTION: Retain permanently in office.

 

PERMANENT FILES

This series contains campus and off-campus correspondence, photocopies of meeting minutes received from Board of Supervisors, and photocopies of policy statements received from Office of the Chancellor.

RETENTION: procedural guidelines: Retain in office until superseded, then destroy by recycling. All other contents: Retain 5 years in office, then destroy by shredding then landfill.

 

PERSONNEL FILES

This series contains photocopies of employee performance evaluations sent to Human Resource Management, photocopies of Attendance and Leave Records sent to Business Affairs or Human Resource Management, and NCR copies of the following sent to Business Affairs or Human Resource Management: LSU-l personnel Actions, PER-i Requests for permission to Fill a Vacancy, PER-2 personnel Appointments1 PER-3 personnel Status Changes, PER-17 turn around documents, PER-40 Contracts for Unclassified Employees, and position Descriptions.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

PERSONNEL PROCEDURES NOTEBOOK

This series contains procedural guidelines received from Human

Resource Management.

 

RETENTION: Retain in office until superseded, then destroy by recycling.

 

POLICY STATEMENTS NOTEBOOK

This series contains photocopies of policy statements received from Office of the Chancellor.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

STUDENT ASSISTANT AND TERMINATED PERSONNEL FILES

This series contains photocopies of employee performance evaluations sent to Human Resource Management, LSU-5 Attendance and Leave Records, and NCR copies of the following sent to Business Affairs or Student Aid and Scholarships: LSU-l personnel Actions, Requests for permission to Fill a Vacancy, PER-2 personnel Appointments, PER-3 personnel Status Changes, PER-16, turn-around documents, PER-40 Contracts of Unclassified Employees, and position Descriptions.

RETENTION: Student assistant files: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Terminated personnel files: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

 

VEHICLE LOG AND ODOMETER LOG

This series contains odometer logs, daily vehicle logs, and

traffic records of drivers.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.

 

WORD PROCESSOR INFORMATION FILES, 1985-1989 (OBSOLETE)

This series contains off campus near-print informational

material.

RETENTION: Destroy by landfill.

 

CASH MANAGEMENT DIVISION/ACCOUNTING SERVICES

 

ACCOUNTANT I WORKING FILES

This series contains monthly Accounting Services reports and photocopies of student assistant timesheets sent to Accounting Services.

RETENTION: Timesheets: Retain in office until summarized, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

 

AVERAGES REPORT

This series contains monthly Accounting Services reports.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

CASH MANAGEMENT DIVISION LEDGERS

This series contains ledger worksheets books.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

CHART OF ACCOUNTS

This series contains computer-generated Charts of Accounts.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by

recycling.

 

CHECK REGISTERS FOR PREMIER, INTEREST RATE CITY NATIONAL BANK,

GENERAL LEDGERS FILES

This series contains ledger worksheets.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

COMPUTER GUIDELINES

This series contains photocopies of computer manuals received from off campus.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

DAILY CASH INFORMATION FILES

This series contains computer-generated lists.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

 

DAILY CASH POSITION REPORTS

This series contains photocopies of daily reports.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

INVESTMENT VOUCHERS FILES

This series contains photocopies of Accounting Services vouchers, repurchase agreements received from off campus, and Certificates of Deposit receipts received from off campus.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

 

REFERENCE FILES

This series contains photocopies of campus correspondence received, file lists, and sample copies of types of vouchers.

RETENTION: Retain in office while active, then destroy by recycling.

 

REPURCHASE AGREEMENTS AND CERTIFICATE OF DEPOSIT CERTIFICATES

This series contains repurchase agreements received from off campus and certificate of deposit receipts received from off campus.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

 

SINKING FUNDS FILES

This series contains monthly financial statements received from

banks, and Accounting Services monthly ledger sheets.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

STATE CHECKS VOUCHERS FILES

This series contains photocopies of Accounting Services vouchers, repurchase agreements received from off campus, and certificates of deposit received from off campus.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

 

FINANCIAL STATEMENTS/ACCOUNTING SERVICES

 

ACCOUNT MAINTENANCE REPORTS

This series contains computer-generated Account Maintenance reports received from Data processing.

RETENTION: Retain in office while active, then destroy by landfill.

 

ADMINISTRATIVE FILES, 1965-1981 (OBSOLETE)

This series contains annual reports received from Data processing, campus and off-campus correspondence, budget worksheets, photocopies of purchase Orders sent to purchasing, file lists, and file notes.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

ANNUAL FISCAL REPORT

This series contains photocopies of an annual fiscal reports sent

off campus.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

ANNUAL REPORTS

This series contains computer-generated Annual Reports sent off

campus.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, meeting minutes, file notes, computer-generated reports sent to Office of the Chancellor, and questionnaires sent off campus.

RETENTION: Retain in office while active, then destroy by recycling.

 

BONDS BANK STATEMENTS FILES

This series contains bank statements received from off campus and photocopies of canceled coupon payments received from off campus.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

BONDS FILES

This series contains campus and off-campus correspondence, photocopies of meeting minute received from Board of Supervisors, computer-generated reports, and photocopies of payment schedules.

RETENTION: Retain in office or while active, whichever is longer, then destroy by shredding then landfill.

 

BOND RECONCILIATION FILES

This series contains photocopies of bank statements and photocopies of checks.

RETENTION: Retain in office while active, then destroy by recycling.

 

BUILDING CODE LOG (OBSOLETE)

This series contains Location Code log sheets.

RETENTION: Retain permanently in office.

 

BUREAU OF CENSUS E-2 REPORTS FILES

This series contains campus correspondence, file notes, computer-generated reports received from Data processing, worksheets, and photocopies of E-2 Reports sent off campus.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

BUSINESS PROCEDURES HANDBOOK

This series contains Business procedures Handbooks.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

CAMPUS CORRESPONDENCE RECEIVED NOTEBOOK

This series contains photocopies of campus correspondence received from campus offices.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

CHART OF ACCOUNTS NOTEBOOK

This series contains Accounting Services computer-generated

Charts of Accounts.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

CHEMISTRY AND MILITARY LAB OUTSTANDING UNIFORM DEPOSITS REPORTS

This series contains computer-generated Chemistry and Military

Lab outstanding Uniform Deposits Reports received from Data

processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

CHEMISTRY RECEIPTS

This series contains NCR copies of Chemistry receipts received

from Chemistry.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

 

CODE TABLES FOR CVA

This series contains computer-generated Code Tables for CVA received from Data processing.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

 

COUNCIL FOR FINANCIAL AID TO EDUCATION FILES, 1968-1971

(OBSOLETE)

This series contains campus and off-campus correspondence and

survey sheets.

RETENTION: Destroy by recycling.

 

DEFERRED REVENUES AND EXPENSES PAID REPORTS

This series contains computer-generated Deferred Revenues and

Expenses Paid reports received from Data processing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

DEPARTMENT OF LABOR STATISTICS REPORTS

This series contains NCR copies of monthly Department of Labor

Statistics reports sent off campus.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

 

DETAILS OF EXPENDITURES OF UNIVERSITY FUNDS REPORTS

This series contains c0mputer~generated Details of Expenditures of university Funds reports received from Data processing.

RETENTION: Retain in office until summarized, then destroy by shredding then landfill.

 

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

 

ENDOWMENT DIVIDENDS FILES

This series contains worksheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

EQUIPMENT INVENTORY

This series contains c0mputer~generated Equipment Inventories

received from property Control.

RETENTION: Retain in office 3 years, then destroy by landfill.

 

EXPENDITURE SUMMARY CARDS

This series contains c0mputer~generated Expenditure Summary Cards

received from Data processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

FACILITIES INVENTORY

This series contains c0mputer~generated Facilities Inventories received from Data processing.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

FINAL WORK PAPERS

This series contains Final Work Papers.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

FINANCIAL REPORTS

This series contains financial reports.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

FINANCIAL REPORTS AND SUPPLEMENTS

This series contains financial reports and summaries received

from Board of Supervisors and System Administration.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

FINANCIAL STATEMENT WORK PAPERS

This series contains computer-generated Financial Statement Work

Papers.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

FINANCIAL STATEMENT WORKING PAPERS FILES, 1974-1984 (OBSOLETE)

This series contains photocopies of Accounting Services journal

vouchers, worksheets, summary sheets, annotated Analysis of

Investment, file notes, and file lists.

RETENTION: Destroy by landfill.

 

FINANCIAL STATEMENTS

This series contains financial statements received from on campus

offices.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

GENERAL LEDGER SYSTEM USER GUIDE

This series contains an Accounting Services General Ledger System

User Guide.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

INVENTORY FOR AUXILIARIES REPORT

This series contains computer-generated Inventory for Auxiliaries reports received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

JOURNAL VOUCHERS FILES

This series contains photocopies of journal vouchers sent to General Accounting and photocopies of payment documentation sent to campus offices and off campus.

RETENTION: Retain in office while active, then destroy by recycling.

 

LAW CENTER AND MEDICAL SCHOOL SPLIT-OFF FILES, 1977-1978

(OBSOLETE)

This series contains campus and off-campus correspondence, file

notes, and file lists.

RETENTION: Transfer to University Archives.

 

LEDGERS

This series contains computer-generated Accounting Services ledgers.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by recycling.

 

LEDGER SHEETS NOTEBOOK

This series contains photocopies of Accounting Services ledger

sheets and worksheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

LEDGER WORKSHEETS NOTEBOOK

This series contains ledger worksheets.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

LIBRARY REPORTS FILES

This series contains photocopies of annual reports sent to the

Library and campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

 

LSU FINANCING ACCOUNTING DATA FILES

This series contains accounting ledgers.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

LSU POLICY STATEMENTS

This series contains policy statements received from Office of the Chancellor.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

LSU-A AND LSU-E CASH RECEIPTS VOUCHERS FILES

This series contains procedural guidelines, photocopies of Batch

Covers sent to Data processing, worksheets and photocopies of

summary sheets sent to Data processing.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

NEW ACCOUNTING SYSTEM DESIGN NOTEBOOKS

This series contains campus and off-campus correspondence, computer-generated lists received from Data processing, photocopies of spreadsheets, photocopies of flow charts received from Data Processing and off campus, and computer-generated reports received from Data Processing.

RETENTION: Retain permanently in office.

 

OFF-CAMPUS PUBLICATIONS

This series contains off-campus near-print informational

material.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

PETTY CASH FILES

This series contains campus correspondence and file notes.

RETENTION: Retain in office while active, then destroy by

recycling.

 

PETTY CASH PAYMENTS FILES

This series contains Control Group Cover Sheets received from Office of Bursar Operations, Reimbursements of Petty Cash received from Office of Bursar Operations, adding machine tapes, receipts received from Office of Bursar Operations, photocopies

of Shipping Orders received from Office of Bursar Operations, and invoices received from Office of Bursar Operations.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

 

PHYSICAL INVENTORY DELETIONS FILES

This series contains campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

 

PLANT FUND PROJECT INFORMATION FILES

This series contains campus and off-campus correspondence, file lists, and photocopies of check requests sent to Accounts Payable.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

PLANT FUND VOUCHERS

This series contains photocopies of Accounting Services Plant

Fund Vouchers.

RETENTION: Retain in office while active, then destroy by

landfill.

 

PRIOR-YEAR FINANCIAL STATEMENTS, 1938-1972 (OBSOLETE)

This series contains prior-Year Financial Statements.

RETENTION: Retain permanently in office.

 

PUBLICATIONS AND FINANCIAL REPORTS

This series contains annual reports and off-campus near-print

informational material.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

PUBLICATIONS ON FINANCIAL ACCOUNTING NOTEBOOK

This series contains publications on financial accounting received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

 

REVERSAL OF DEFERRED REVENUES REPORTS

This series contains computer-generated Reversal of Deferred

Revenue reports received from Data processing.

RETENTION: Retain in office while active, then destroy by

recycling.

 

SPECIAL PROJECTS FILES

This series contains campus correspondence, photocopies of Sales Tax Questionnaires sent off campus, photocopies of Retirement System Reports sent off campus, worksheets, file notes, and computer-generated Totals Expended for Salaries and Wages received from Data processing.

RETENTION: Retain 5 years in office, then destroy by landfill.

 

STATUS OF PLANT FUND PROJECTS

This series contains computer-generated Status of Plant Fund

Projects received from Data processing.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

 

STUDENT ASSISTANT INFORMATION FILES

This series contains campus correspondence, campus near-print informational material, and file notes.

RETENTION: Retain in office while active, then destroy by recycling.

 

SUMMARY FINANCIAL STATEMENT BY SOURCE OF FUND

This series contains computer-generated Summaries Financial

Statements by Source of Funds received from Data processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

SUMMARY OF REVENUES AND COMMITMENTS

This series contains computer-generated Summaries of Revenues and

Commitments received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

TAX PUBLICATIONS

This series contains tax publications received from off-campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

VARSITY CLUB DEFERRAL FILES

This series contains file lists, file notes, and adding machine

tapes.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard

copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.

 

WORK PAPERS, 1971-1977 (OBSOLETE)

This series contains work papers received from Budget and

Planning.

RETENTION: Destroy by recycling.

 

WORK PAPERS FOR FINANCIAL STATEMENTS FILES

This series contains financial worksheets and computer-generated

reports received from Data Processing.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

WORKING PAPERS FILES

This series contains photocopies of annual reports received from Retirement System, campus and off-campus correspondence, file notes, original copies and photocopies of Accounting Services vouchers, file lists, worksheets, photocopies of Inventories of Equipment received from Property Control, photocopies of financial statements received from Food Services, and adding machine tapes.

RETENTION: Original vouchers: Retain permanently in office. All other contents: Retain 2 years in office, then destroy by recycling.

 

YEAR-END FINANCIAL REPORTS

This series contains computer-generated Year-End Financial

Reports received from Data Processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

YEAR-END PROCEDURES FILES, 1975-1976 (OBSOLETE)

This series contains campus correspondence, file notes, sample

completed forms, computer-generated General Accounting Statements

Summary.

RETENTION: Destroy by landfill.

 

YEARLY FINANCIAL INFORMATION REPORT NOTEBOOKS

This series contains computer-generated Yearly Financial

Information reports received from Data Processing.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

 

ACCOUNTS PAYABLE DIVISION/ACCOUNTING SERVICES

 

1099 BATCHES FILES

This series contains Batch Control Sheets, photocopies of letter received, photocopies of vouchers, photocopies of check requests received from campus offices, and lists of 1099s processed.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling.

 

ACCOUNTANT ADMINISTRATIVE FILES

This series includes but may not be limited to campus and off-campus correspondence, interviewee reports, file lists, photocopies of journal vouchers, Travel Advance Requests received from campus offices, file notes, photocopies of travel authorizations sent to employee, photocopies of Rebate Reports, and Athletic Department bank statements received from off-campus.

RETENTION: Original correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents:

Retain 3 years in office, then destroy by landfill.

 

ACCOUNTANT INFORMATION FILES

This series contains all or some of the following: campus correspondence, campus and off-campus near-print informational material, file lists, photocopies of schedules, photocopies of expenditure lists sent to campus offices, computer-generated Account Codes received from Data Processing, procedural guidelines, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

ACCOUNTANT WORKING FILES

This series contains campus correspondence, off-campus near-print informational material, procedural guidelines, photocopies of Travel Expense Vouchers, photocopies of vouchers, photocopies of transmittals sent to Office of Bursar Operations, file notes, photocopies of back statements received from bank, original copies and photocopies of Requests for Reimbursement, Departmental Scholarship Recommendations received from departments, and photocopies of Athletic Department schedules received from Athletic Department.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

ACCOUNTANT WORKING FILES

This series contains campus and off-campus correspondence, file notes, regulations, and mileage reports.

RETENTION: Retain in office while active, then destroy by recycling.

 

ACCOUNTANT WORKING FILES

This series contains procedural guidelines received from campus offices and off-campus, Records of Agreement received from departments, and photocopies of International Tours Rebates.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

ACCOUNTING CLERK INFORMATION FILES

This series contains campus near-print informational material, file lists, and Accounts Payable System Manual.

RETENTION: Retain in office while active, then destroy by recycling.

 

ACCOUNTING CLERK WORKING FILES

This series contains photocopies of campus correspondence, telephone log sheets, photocopies of procedural guidelines, photocopies of cash requirement reports, photocopies of batch controls total reports, photocopies of departmental contacts telephone lists, and photocopies of Procedures for Processing Invoices Manual.

RETENTION: Telephone log: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by shredding then recycling.

 

ACCOUNTING SERVICES CALENDARS AND NEWSLETTERS

This series contains Accounting Services calendars and newsletters.

RETENTION: Retain in office while active, then destroy by landfill.

 

ACCOUNTING SPECIALIST PROCEDURES FILES

This series contains photocopies of campus correspondence, photocopies of procedural guidelines, file notes, and photocopies of sample completed forms.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

ACCOUNTING SPECIALIST TELEPHONE LOG

This series contains Telephone Log sheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

ACCOUNTING SPECIALIST WORKING FILES

This series contains NCR copies of invoices sent to Data

Processing.

RETENTION: Retain in office while active, then destroy by

landfill.

 

ACCOUNTING SPECIALIST WORKING FILES

This series contains photocopies of campus correspondence, off-campus near-print informational material, photocopies of procedural guidelines, photocopies of Accounts Payable newsletters, photocopies of invoices sent to departments, and statements received from Federal Express.

RETENTION: Retain 2 years in office, then destroy by shredding then landfill.

 

ACCOUNTING SUPERVISOR WORKING FILES

This series contains campus and off-campus correspondence, Voucher Number Log sheets, production reports, pull sheets, file

lists, computer-generated Vendor Batch Sheets received from Data Processing, and computer-generated Credit Memoranda Clearings.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

ACCOUNTS PAYABLE HEAD ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, photocopies of Accounting Services audit reports, NCR copies of Purchase Orders received from purchasing, photocopies of LSU-5 Attendance and Leave Records sent to Human Resource Management, photocopies of Accounting Services Monthly Financial Accounting Cut-Off Schedules, and original copies and photocopies of management reports generated here or sent to or received from either Accounting Services or Business Affairs.

RETENTION: LSU-5 Attendance and Leave records: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Original correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by landfill.

 

ACCOUNTS PAYABLE HEAD REFERENCE MANUALS

This series contains off-campus near-print informational material, policy statements received from Office of the president, and procedural guidelines received from Business Affairs.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

ACCOUNTS PAYABLE LIABILITIES REPORTS

This series contains computer-generated Accounts Payable

Liabilities received from Data Processing.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

ACCOUNTS RECEIVABLE AND PAYABLE FILES

This series contains photocopies of ledgers and reconciliations of accounts.

RETENTION: Retain in office while active, then destroy by recycling.

 

ACCOUNTS SPECIALIST WORKING FILES

This series contains photocopies of campus near-print informational material, photocopies of invoices sent to departments, and photocopies of Purchase Orders sent to departments.

RETENTION: Retain in office while active, then destroy by recycling.

 

ACCRUAL VOUCHER BACKUP FILES

This series contains photocopies of receiving reports received from departments, photocopies of clearing ledgers received from General Accounting, photocopies of journal vouchers, and computer-generated batch job received from Data Processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

ACTIVITY ON TAX ACCOUNT FILES

This series contains file lists, adding machine tapes, and

photocopies of ledgers.

RETENTION: Retain 2 years in office then 5 years in Records

Center, then destroy by recycling.

 

ADVANCES ON EXPENSES FOR NUTRITION AID FILES

This series contains file notes and photocopies of the following:

ledgers, journal vouchers, check requests, and deposits.

RETENTION: Retain in office while active, then destroy by recycling.

 

AGED LISTINGS REPORTS

This series contains computer-generated Aged Listings Reports received from Data Processing.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

ALPHA VENDORS REPORTS, 1989 (OBSOLETE)

This series contains computer-generated Alpha Vendors reports

received from Data Processing.

RETENTION: Destroy by landfill.

 

ANNUAL STATE MILEAGE REPORTS

This series contains computer-generated annual reports received from Data Processing.

RETENTION: Retain in office while active, then destroy by landfill.

 

ASSEMBLY CENTER SHOWS FILES

This series contains photocopies of contracts received from

Assembly Center, photocopies of settlements received from

Assembly Center, photocopies of Debit Advices received from Cash

Management, and photocopies of journal vouchers sent to General

Accounting.

RETENTION: Retain in office while active, then destroy by

recycling.

 

ASSISTANT TO THE DIRECTOR PROCEDURES FILES

This series contains photocopies of campus correspondence, and photocopies of Accounts Payable, and off-campus near-print informational material.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

ASSOCIATED GROCERS FILES, 1986-1987 (OBSOLETE)

This series contains correspondence, photocopies of invoices received from vendors, and invoices paid lists received from Data processing.

RETENTION: Retain in office 1 year, then destroy by shredding then landfill.

 

ATHLETIC DEPARTMENT TRAVEL INFORMATION NOTEBOOK

This series contains campus correspondence, campus near-print informational material, procedural guidelines received from Business Affairs and off campus, and file notes.

RETENTION: Retain in office while active, then destroy by shredding then recycling.

 

BANK DRAFTS

This series contains NCR copies of bank drafts sent to Accounting

Services.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

BOND FILES

This series contains campus and off-campus correspondence, photocopies of journal vouchers sent to General Accounting, and photocopies of bond lists received from Budget and Planning.

RETENTION: Retain in office for duration of bond, then destroy by shredding then landfill.

 

BOND PURCHASE ORDERS

This series contains NCR copies of Purchase Orders received from

Purchasing.

RETENTION: Retain in office 3 years, then destroy by landfill.

 

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

RETENTION: Retain in office while active, then destroy by

shredding then recycling.

 

CANCELED CHECKS FILES

This series contains campus correspondence, photocopies of invoices sent to General Accounting, and photocopies of canceled checks received from vendors.

RETENTION: Retain in office while active, then destroy by recycling.

 

CHART OF ACCOUNTS

This series contains computer-generated Charts of Accounts received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

CHECK REGISTERS

This series contains photocopies of computer-generated Check

Registers received from Data Processing.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

CLEARING ACCOUNT NOTEBOOK

This series contains photocopies of deposit slips sent off campus

and photocopies of checks.

RETENTION: Retain 2 years in office, then 5 years in Records

Center then destroy by recycling.

 

CLEARING EXPENDITURE LEDGERS

This series contains computer-generated Clearing Expenditure

Ledgers received from Data Processing.

RETENTION: Retain in office while active, then destroy by

recycling.

 

CONCESSION TRANSMITTALS FILES

This series contains photocopies of the following received from Concessions Office: contracts, agreements, petty cash vouchers, and transmittal payment requests.

RETENTION: Retain in office while active, then destroy by recycling.

 

CONSTRUCTION FILES, 1986-1987 (OBSOLETE)

This series contains correspondence, payments made log sheets, photocopies of contracts received from Purchasing, photocopies of invoices, NCR copies of Purchase Orders received from purchasing, photocopies of Lien Certificates, and photocopies of Certificates of Recordation received from Purchasing.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

CONSTRUCTION GENERAL FILES (OBSOLETE)

This series contains photocopies of campus correspondence, monthly financial statements received from General Accounting, and ledger worksheets.

RETENTION: Retain 2 years in office, then destroy by shredding then landfill.

 

CONTRACTORS PERFORMANCE BONDS FILES

This series contains photocopies of deposits sent off-campus, photocopies of check requests received from off campus, photocopies of General Accounting monthly ledger sheets, reconciliation sheets, file notes, and worksheets.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

CORRESPONDENCE

This series contains correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

 

COURSE REIMBURSEMENT FOR LSU EMPLOYEES FILES

This series contains campus correspondence, policy statements received from Office of the Chancellor, and photocopies of fee

schedules received from the following: Budget and planning, Comptroller and Law School.

RETENTION: Retain in office while active, then destroy by recycling.

 

CREDIT MEMO CLEARING JOURNAL VOUCHERS

This series contains photocopies of journal vouchers.

RETENTION: Retain in office while active, then destroy by

landfill.

 

CREDIT (MEMOS) CAMPUS CORRESPONDENCE

This series contains credit campus correspondence.

RETENTION: Retain 5 years in office1 then destroy by shredding

then recycling.

 

CURRENT AND PRIOR MONTHS EXPENDITURE LEDGERS

This series contains computer-generated Current and Prior Months

Expenditure Ledgers received from Data Processing.

RETENTION: Retain permanently in office.

 

DATA FOR MILEAGE REPORTS

This series contains computer-generated Data for Mileage Reports received from Data Processing.

RETENTION: Retain in office while active, then destroy by recycling.

 

DATA PROCESSING REQUESTS

This series contains photocopies of Data Processing Requests sent to SNCC.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

DEPOSIT TRANSMITTALS FILES

This series contains the following sent to Office of Bursar Operations Treasurer: campus correspondence received, letters received from off campus, photocopies of Deposit Transmittals, and photocopies of checks.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

DUE TO STATE ACCOUNT FILES

This series contains photocopies of ledger sheets sent to General

Accounting and photocopies of journal entries sent to General

Accounting.

RETENTION: Retain 5 years in office, then destroy by recycling.

 

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized

for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

 

EXCISE TAX REFUNDS FILES

This series contains computer-generated Quarterly Reports received from Data Processing and photocopies of journal vouchers sent to Accounting Services.

RETENTION: Retain in office while active, then destroy by landfill.

 

FEDERAL EXPRESS FILES, 1986 (OBSOLETE)

This series contains photocopies of correspondence, original copies and photocopies of bills received off-campus1 and original copies and photocopies of statements received from off-campus.

RETENTION: Destroy by shredding then landfill.

 

FEDERAL EXPRESS INVOICES PAID REPORTS, 1986-1989 (OBSOLETE)

This series contains computer-generated Federal Express Invoices

Paid Reports received from General Accounting.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

FINANCIAL ACCOUNTING RECONCILIATION FILES

This series contains computer-generated reports received from

Data Processing and reconciliations.

RETENTION: Retain in office 2 years, then destroy by shredding

then landfill.

 

FISCAL YEAR-END CLOSING FILES

This series contains photocopies of campus and off-campus correspondence, work logs, year-end procedural guidelines, photocopies of Accounting Services financial balancing worksheets, photocopies of closing entries journal vouchers, and photocopies of reappropriation requests sent off campus.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

 

FOREIGN CURRENCY PAYMENTS FILES

This series contains photocopies of letters sent off campus, photocopies of invoices received from departments, photocopies of foreign currency drafts received from off campus, photocopies of checks sent off campus, and photocopies of charge confirmation slips.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

GELCO PURCHASE ORDERS

This series contains NCR copies of Purchase Orders received from

Purchasing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

GENERAL ACCOUNTING FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of newspaper clippings, photocopies of foreign vendor payments sent off campus, photocopies of check requests, photocopies of end-of-year closeouts sent to General Accounting, photocopies of journal vouchers sent to General Accounting, photocopies of requests to reappropriate funds received from departments, annotated computer-generated Prior Year Order Extensions received from Data processing, file notes, worksheets, file lists, photocopies of check cancellation reports sent to General Accounting, photocopies of bank drafts sent to General Accounting, stop payments received from General Accounting, annual reports, procedural guidelines, photocopies of advance sheets, photocopies of vouchers sent to departments, file notes, original copies and photocopies of mileage report forms sent to Data processing, and photocopies of moving expense sheets sent to Payroll.

RETENTION: Student timesheets: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:

Retain 5 years in office, then destroy by shredding then landfill.

 

GOUDCHAUX FILES

This series contains campus and off-campus correspondence, photocopies of check requests, photocopies of charge statements received from off campus, worksheets, and photocopies of Purchase Orders sent to Purchasing.

RETENTION: Retain in office until final disposition of charge or civil action, then destroy by shredding then landfill.

 

HOUSING ALLOWANCES FILES

This series contains photocopies of meeting minutes received from Board of Supervisors, photocopies of PER-2 Personnel Appointments sent to Human Resource Management, worksheets, photocopies of check request forms, and photocopies of Housing Allowance Reports sent to Payroll.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

IBM AND XEROX INVOICES PAID REPORTS

This series contains invoices paid reports received from Data

Processing.

RETENTION: Retain in office while active, then destroy by

landfill.

 

INFORMATION FILES

This series contains campus near-print informational material, file lists, and file notes.

RETENTION: Retain in office while active, then destroy by recycling.

 

INFORMATION NOTEBOOKS

This series contains campus near-print informational material, policy statements received from campus offices, procedural guidelines, and photocopies of object codes.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

INTERNAL TRANSACTION FILES

This series contains Internal Transactions received from

departments and Interdepartmental Vouchers.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

 

INVOICE ANALYSIS FILES, 1986-1990 (OBSOLETE)

This series contains campus correspondence and file lists.

RETENTION: Retain in office while active1 then destroy by

shredding then landfill.

 

INVOICES PAID DURING THE PERIOD REPORTS

This series contains computer-generated Invoices Paid During the

Period Reports received from Data Processing.

RETENTION: Retain in office while active, then destroy by

recycling.

 

JOB DESCRIPTIONS

This series contains photocopies of Position Descriptions.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

LIQUIDATION WARNINGS FILES

This series contains computer-generated Liquidation Warnings

Reports received from Data Processing and photocopies of Journal

Vouchers.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LIST OF 1099 RECORDS EXTRACTED FROM APS

This series contains a computer-generated List of 1099 Records

Extracted from APS received from Data Processing.

RETENTION: Retain in office while active, then destroy by

recycling.

 

LSU OBJECT CODES AND ACCOUNT STRUCTURE BOOK

This series contains LSU Object Codes and Account Structure Books received from General Accounting.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

MASTER FORMS

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by

landfill.

 

MONTHLY AP SYSTEM BALANCING WORKSHEETS

This series contains monthly AP balancing worksheets.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

MONTHLY PERSONNEL ALPHA LIST

This series contains computer-generated Monthly personnel Alpha

Lists received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

MORTGAGE PAYMENTS FILES

This series contains campus and off-campus correspondence, worksheets, and photocopies of loan schedules received from off campus

RETENTION: Retain in office 8 years after settlement, then destroy by shredding then landfill.

 

NON-RESIDENT ALIEN 8233 FORMS FILES

This series contains photocopies of correspondence, photocopies of Travel Expense Vouchers sent to General Accounting, photocopies of check requests, photocopies of Travel Expense Voucher backup receipts, Non-Resident Alien 8233 Forms received from departments, and photocopies of receipts.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

NON-RESIDENT ALIEN TAX INFORMATION FILES

This series contains photocopies of annual reports sent to Office of the Director, photocopies of campus and off-campus correspondence, correspondence log sheets, and photocopies of student withholding tax statements sent to students.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

OFFICE OF RISK MANAGEMENT LSU SYSTEM FILES

This series contains photocopies of check requests, photocopies of requisition received from Purchasing, and photocopies of billing received from Purchasing.

RETENTION: Retain in office while active, then destroy by recycling.

 

OFFICE PROCEDURES FILE

This series contains procedural guidelines and training schedules.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

ON-LINE PROCEDURES NOTEBOOK

This series contains photocopies of campus correspondence, annotated procedural guidelines, and file notes.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

OUTSTANDING ORDER LISTINGS

This series contains computer-generated Outstanding Order

Listings received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

PAYMENTS TO OTHER CAMPUSES FILES

This series contains photocopies of invoices received from New

Orleans Medical Center and photocopies of check requests.

RETENTION: Retain in office 1 year, then destroy by recycling.

 

PAYMENTS TO VENDORS REPORTS

This series contains computer-generated Payment to Vendors reports received from Data Processing.

RETENTION: Retain in office while active, then destroy by landfill.

 

PAYROLL LISTING

This series contains computer-generated Payroll Listings received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

PHYSICAL PLANT PROBLEM FILES, 1986 (OBSOLETE)

This series contains campus correspondence, procedural

guidelines, and file notes.

RETENTION: Destroy by recycling.

 

POST ALLOWANCE FILES

This series contains campus correspondence, procedural guidelines received from off campus1 photocopies of PER-2 Personnel Appointments sent to Human Resource Management, worksheets, file lists, photocopies of check requests received from campus offices, and photocopies of monthly Post Allowance reports sent to Payroll.

RETENTION: Retain 5 years in office, then destroy by shredding then recycling.

 

PRIOR YEAR ORDER ACTIVITY REPORTS

This series contains computer-generated Prior Year Order Activity

Reports received from Data Processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

 

PROCEDURAL GUIDELINE FILES

This series contains Accounting Services procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

PROCEDURES FOR PROCESSING INVOICES MANUAL

This series contains procedures for Processing Invoices Manuals received from General Accounting.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

PURCHASE ORDERS FILES

This series contains NCR copies of purchase Orders received from

Purchasing, Invoices Paid Log sheets, photocopies of awards of

bids received from Purchasing, photocopies of contracts, Purchase

Order Backup sheets, and photocopies of invoices.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

PURCHASE ORDER REPORTS

This series contains computer-generated Purchase Order Reports received from Data processing.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

QUESTIONNAIRES

This series contains questionnaires sent to and received from

departments.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

REFERENCE FILES

This series contains campus correspondence, campus and off-campus near-print informational material, procedural guidelines, maintenance requests sent to General Accounting, and file notes.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

REPORT ON HAND WRITTEN CHECKS, 1g85 (OBSOLETE)

This series contains Reports on Hand Written Checks.

RETENTION: Destroy by recycling.

 

RETAINAGE FILES

This series contains monthly financial statements received from Accounting Services, photocopies of invoices received from departments or off-campus, and photocopies of computer-generated reports of retainage accounts received from Accounting Services.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

SALES TAX CORRESPONDENCE FILES

This series contains off-campus correspondence and photocopies of sales tax forms sent off campus.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

SALES TAX INFORMATIONAL MATERIAL FILES

This series contains campus correspondence and off-campus near-print informational material.

RETENTION: Correspondence: Retain 5 years in office or while active, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by landfill.

 

SEVEN VOUCHERS

This series contains photocopies of Journal Vouchers received from General Accounting.

RETENTION: Retain in office while active, then destroy by recycling.

 

SINKING FUND BOND PAYMENT FILES

This series contains photocopies of check requests and photocopies of journal vouchers sent to General Accounting.

RETENTION: Retain in office for duration of bond plus 5 years, then destroy by recycling.

 

STAFF BENEFITS FILES

This series contains campus correspondence, photocopies of journal vouchers sent to General Accounting, and file notes.

RETENTION: Retain in office 1 year, then destroy by shredding then by recycling.

 

STATE AND CITY SALES TAX FILES

This series contains photocopies of check requests, photocopies of ledger sheets sent to General Accounting, and photocopies of sales tax reports sent off campus.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

STATEMENTS

This series contains statements received from off-campus.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

STUDENT ASSISTANT TIMESHEETS

This series contains photocopies of student assistant timesheets sent to Payroll.

RETENTION: Retain in office until summarized, then destroy by shredding then recycling.

 

TRAVEL ADVANCE ALPHA LIST

This series contains computer-generated Travel Advance Alpha

Lists received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

TRAVEL ADVANCE MAINTENANCE REPORTS

This series contains computer-generated Travel Advance

Maintenance Reports received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

TRAVEL EXPENSE VOUCHER FILES

This series contains computer-generated voucher content lists received from Data Processing, Travel Expense Vouchers, and the following received from departments: Requests for Authorization to Travel, cover sheets, and receipts.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

TRAVEL HISTORY FILES

This series contains travel history files.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

 

TRAVEL SPREADSHEETS (OBSOLETE)

This series contains computer-generated travel spreadsheets.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

TRAVEL VOUCHERS PROBLEM FILES

This series contains photocopies of Travel Expense Vouchers sent to departments.

RETENTION: Retain in office while active, then destroy by recycling.

 

TWO MONTHS TRAVEL CHECK REGISTER (OBSOLETE)

This series contains computer-generated Two Months Travel Check

Registers received from Data processing.

RETENTION: Retain in office until summarized, then destroy by recycling.

 

TWO VOUCHER FILES (OBSOLETE)

This series contains Two Vouchers, Internal Transactions received from General Accounting, NCR copies of Purchase Orders received from Purchasing, and NCR alterations received from purchasing.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

 

UNEMPLOYMENT COMPENSATION FILES

This series contains campus near-print informational material, photocopies of Reimbursable Account Statements received from Human Resource Management, photocopies of check requests, and file lists.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

UNIVERSITY BOND PAYMENT FILES

This series contains photocopies of correspondence, photocopies of bonds, photocopies of amortization schedules sent to bond holders, photocopies of check requests, and NCR copies of wire transmittals.

RETENTION: Retain in office for duration of bond plus 5 years, then destroy by shredding then landfill.

 

UTILITY AND FREIGHT PURCHASE ORDER FILES

This series contains photocopies of campus correspondence, NCR copies of purchase Orders received from purchasing, log sheets, and photocopies of bills received from vendor or departments.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

VENDOR BATCH PROOFS

This series contains computer-generated Vendor Batch Proofs received from Data Processing.

RETENTION: Retain in office while active, then destroy by recycling.

 

VENDOR CORRESPONDENCE NOTEBOOK, 1983 (OBSOLETE)

This series contains campus correspondence sent to departments, letters received and photocopies of invoices received from off-campus.

RETENTION: Destroy by shredding then recycling.

 

VENDOR CUTOFF FOUR VOUCHER LOGS, 1985-1987 (OBSOLETE)

This series contains sheets with voucher number and amount.

RETENTION: Destroy by recycling.

 

VENDOR DELETION REPORTS

This series contains computer-generated Vendor Deletion reports received from Data processing.

RETENTION: Retain in office while active, then destroy by landfill.

 

VENDOR LABELS LIST

This series contains computer-generated Vendor Labels Lists received from Data Processing.

RETENTION: Retain in office while active, then destroy by landfill.

 

VENDORS PAID LISTS

This series contains lists of vendors paid.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

 

VOUCHER FILES

This series contains campus and off-campus correspondence, invoices received from departments and vendors, petty cash vouchers received from Office of Bursar Operations, Travel Expense Vouchers received from departments, Purchase Orders received from Experiment Station and LSU Union Bookstore, Receiving Reports received from departments, check requests generated here and received from departments; Accounts Payable Systems Vouchers, petty cash vouchers received from departments, Office of Bursar Operations, and off campus;, and the following received from departments: photocopies of monthly financial statements, Requests for Authorization to Travel, credit memos, refund requests, and order forms.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

VOUCHER SIGN-OUT SHEETS, 1984-1986 (OBSOLETE)

This series contains sign-out sheets with initials, date, and

voucher number.

RETENTION: Retain in office 1 year, then destroy by recycling.

 

VPI BACKUP LIST, 1985-1986 (OBSOLETE)

This series contains campus correspondence sent to departments, photocopies of check registers received from Data Processing, and annotated invoices paid lists.

RETENTION: Retain in office 1 year, then destroy by shredding then landfill.

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hardcopy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.

 

YEAR-END CLOSING FILES

This series contains campus and off-campus correspondence, campus near-print informational material, file notes, computer-generated Maintenance and Rentals Reports received from Data Processing, computer-generated job orders received from Data processing, Requests for Expenses to be Accrued received from departments, photocopies of ledgers received from departments, photocopies of calendars, and photocopies of staff assignment lists.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

YEAR-END PURCHASE ORDER REPORTS

This series contains computer-generated Year-End Purchase Order

Reports received from Data Processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

GENERAL ACCOUNTING DIVISION/ACCOUNTING SERVICES

 

ACCOUNTANT WORKING FILES

This series contains photocopies of campus correspondence, file notes, and file lists.

RETENTION: Retain in office while active, then destroy by recycling.

 

ACCOUNTANT II PROCEDURAL FILES

This series contains photocopies of campus correspondence received from campus offices, photocopies of campus near-print informational material, photocopies of procedural guidelines received from campus offices, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

ACCOUNTANT II WORKING FILES

This series contains campus correspondence, photocopies of checks, film log, file lists, and file notes.

RETENTION: Film Log: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

 

ACCOUNTING SERVICES CAGE KEY SIGN-OUT LOG

This series contains log sheets with date, name, department, time

out, time in, and purpose.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

ARCHIVES STORAGE NOTEBOOKS

This series contains archives transmittal forms with year and

voucher numbers sent to the Louisiana and Lower Mississippi Valley

Collection.

RETENTION: Retain permanently in office.

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, computer-generated monthly ledgers received from Accounting Services, file notes, and computer-generated lists received from Data Processing.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

AUDIT CHECKS LOG

This series contains log sheets with date picked up, department,

check number, person received by, and date received in General

Accounting Division.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

BANK RECONCILIATION FILES

This series contains photocopies of bank statements received from off campus, photocopies of canceled checks received from off campus, reconciliation forms, and photocopies of ledger received from Budget and Planning.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

BANK RECONCILIATION RECORDS

This series contains computer-generated Bank Reconciliation records received from Data processing.

RETENTION: Retain in office until summarized, then destroy by shredding then recycling.

 

BANK RECONCILIATION WORKING PAPERS

This series contains computer-generated Bank Reconciliation Working

Papers received from Data processing.

RETENTION: Retain in office until superseded, then destr9y by

shredding then landfill.

 

BANK STATEMENTS FILES

This series contains computer-generated Accounting Services ledgers, computer-generated outstanding Check Lists, reconciliations, bank statements received from off campus, photocopies of deposit tickets, and balance sheets.

RETENTION: Retain 3 years in office, then destroy by shredding then

landfill.

 

CATALOGS AND BROCHURES

This series contains campus and off-campus near-print informational material.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

CHART OF ACCOUNTS

This series contains computer-generated Charts of Accounts received from Data Processing.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by recycling.

 

CHART OF VALID ACCOUNTS

This series contains computer-generated Charts of Valid Accounts received from Data processing.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by recycling.

 

CHART OF VALID ACCOUNTS REPORTS

This series contains computer-generated Chart of Valid Accounts.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

 

CHECK DISTRIBUTION FILES

This series contains machine signed checks, payroll checks to be pulled, sign out sheets, and permission to Pick-UP Checks Early.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling.

 

CHECK REGISTERS

This series contains computer-generated Check Registers received

from Data Processing.

RETENTION: Retain in office until summarized, then destroy by shredding then recycling.

 

CHECKS

This series contains canceled checks received from off campus.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

 

CHECKS RECEIVED LOG BOOK

This series contains log sheets with date, issuer, check number,

amount, and name of department to which forwarded by General

Accounting Division.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

 

COMPUTER OUTPUT MICROFILM INVOICES FILES

This series contains NCR Computer Output Microfilm work orders sent off campus, log of Computer Output Microfilm jobs, and photocopies of invoices received from off campus.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding then

landfill.

 

CORRESPONDENCE

This series contains correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding then

landfill.

 

CURRENT LEAVE TRANSACTIONS REPORTS AND MONTHLY SUMMARY REPORTS

NOTEBOOK

This series contains computer-generated reports received from Human

Resource Management.

RETENTION: Retain in office until summarized, then destroy by

shredding then landfill.

 

DAILY ACCOUNTING BATCHES FILES

This series contains batch control totals received from campus offices, Accounting Batch Covers received from campus offices, computer-generated Daily Accounting Batches reports and updates received from Data Processing, Batch Control Total Sheets received from campus offices, computer-generated General Control Totals from Subsidiary Ledgers received from Data Processing, and Accounting Batch Maintenances.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

DAILY ACCOUNTING OF BALANCES (OBSOLETE)

This series contains computer-generated Daily Accounting of

Balances received from Data Processing.

RETENTION: Destroy by shredding then landfill.

 

DAILY CHECKS REPORT

This series contains computer-generated Daily Checks Reports received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by shredding then landfill.

 

DAILY PURCHASE ORDER REPORT

This series contains computer-generated Daily Purchase Order reports.

RETENTION: Retain in office until summarized, then destroy by shredding then landfill.

 

DISTRIBUTION SHEETS FOR ACCOUNTING SERVICES

This series contains computer-generated distribution sheets for

Accounting Services received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

shredding then landfill.

 

EMPLOYEE TIME AND ATTENDANCE REPORT

This series contains signed computer-generated lists sent unsigned electronically to Payroll.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

ENCUMBRANCE BOOK/ENCUMBRANCE LOG

This series contains log sheets with date, order number, codes, amount, and store.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

EQUIPMENT INVENTORY FILES

This series contains campus and off-campus correspondence, off-campus near-print informational material, procedural guidelines received from Office of the Chancellor, worksheets, computer-generated reports received from Data Processing, and file notes.

RETENTION: Retain 5 years in office, then destroy by landfill.

 

EQUIPMENT INVENTORY RECORDS

This series contains computer-generated Equipment Inventory Records

received from Data Processing.

RETENTION: Retain 5 years in office, then destroy by landfill.

 

EQUIPMENT MANUALS

This series contains equipment manuals received from off campus.

RETENTION: Retain in office while active, then destroy by landfill.

 

FORGERY FILES

This series contains campus and off-campus correspondence, photocopies of check received from off campus, check requests, and police reports received from off campus.

RETENTION: Retain in office 10 years after settlement, then destroy by shredding then landfill.

 

GENERAL LEDGER SYSTEM USER GUIDE

This series contains an Accounting Services General Ledger System

User Guide.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

HAND TYPED PAYROLL CHECKS LIST

This series contains a list of hand typed checks lists.

RETENTION: Retain 3 years in office, then destroy by shredding then

landfill.

 

INTERNAL TRANSACTIONS NUMBERS ISSUED TO DEPARTMENTS LOG

This series contains log sheets with date, department name,

Internal Transaction number, and person who gave it out.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

LEAVE REQUESTS

This series contains Accounting Services employee leave requests.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

LEDGERS BACKUP FILES

This series contains monthly financial statements received from Accounting Services, NCR copies of internal transactions sent to and received from various departments, photocopies of invoices sent to Accounts Payable, NCR copies of General Accounting Division employee Travel Expense Vouchers, NCR copies of Purchase Orders received from Purchasing, requisitions, and photocopies of employee performance evaluations.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

LIST OF ALL ENTRIES ACCOUNTING SERVICES BOOKS

This series contains computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

LOG OF CHECKS FOR BANK DRAFTS

This series contains Bank Drafts log sheets.

RETENTION: Retain 3 years in office, then destroy by shredding then

recycling.

 

LSU POLICIES AND PROCEDURES NOTEBOOKS

This series contains policy statements received from Office of the

Chancellor and procedural guidelines received from Office of the

Chancellor.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

 

 

LSU SUPPLY CATALOGS

This series contains campus near-print informational material.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

MASTER FORMS

This series contains master forms.

RETENTION: Retain permanently in office.

 

MICRO TECH GENERAL PROCEDURES FILES

This series contains original copies and photocopies of campus near-print informational material, original copies and photocopies of procedural guidelines, annotated photocopies of sample completed forms1 sample microfiche jackets, equipment use statistical reports, file notes, photocopies of equipment manuals received from off campus, and computer-generated Payroll Index received from Data processing.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

MICROFICHED INVOICES FILE NOTEBOOK

This series contains sheets with microfiche information.

RETENTION: Retain 7 years in office, then destroy by landfill.

 

MICROFILM IN-HOUSE MANUAL

This series contains photocopies of procedural guidelines and file

notes.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

MICROFILM INDEX

This series contains computer-generated Microfilm Index received from Data processing.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

MICROFILM LOG

This series contains log sheets with filming date and roll number.

RETENTION: Retain permanently in office.

 

MICROFILM PROCEDURES FILES

This series contains photocopies of procedural guidelines, and original copies and photocopies of file notes.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

MONTH-END LEDGER BALANCING REPORTS

This series contains Edit Student Aid and Scholarship Data Set printouts, computer-generated daily accounting reports received from Data Processing, cover sheets of Month-End Ledger Balancing Reports, and Accounting Batch Monthly Log sheets with the following information: batch number, voucher number, and date submitted to Data processing.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

NINE VOUCHER NUMBER LOG BOOK

This series contains sheets with date issued, voucher number, name, date returned, and amount.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

OBJECT CODE AND ACCOUNT STRUCTURE CODES NOTEBOOK

This series contains photocopies of file lists.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

OFFICE FURNITURE FILES

This series contains campus and off-campus correspondence, and

photocopies of office diagrams.

RETENTION: Retain 5 years in office, then destroy by landfill.

 

OPERATING BUDGETS FOR FISCAL YEARS

This series contains computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

OUTSTANDING CHECKS LIST

This series contains computer-generated Outstanding Checks Lists received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

PAYROLL CHECK DISTRIBUTION SIGN-OUT LOG

This series contains dated log sheets with department and signature

of person who picked up checks.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

PAYROLL CHECK DISTRIBUTION SHEETS AND MAILING LISTS

This series contains computer-generated Payroll Check Distribution

Sheets and Payroll Mailing Lists received from Data processing.

RETENTION: Retain 3 years in office, then destrqy by shredding then

landfill.

 

PAYROLL LISTS

This series contains the following computer-generated lists received from Data Processing: Check Register Lists and Payroll Reconciliation Lists.

RETENTION: Retain in office until superseded, then destroy by shredding then landfill.

 

PETTY CASH ACCOUNTS FILES

This series contains campus correspondence, ledgers received from Data Processing, list of petty cash accounts, photocopies of check requests received from campus offices, and reconciliation of department accounts forms.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

POSTING JOURNAL (OBSOLETE)

This series contains log sheets with date, item, price, etc.

RETENTION: Destroy by recycling.

 

PPM PURGE LIST

This series contains computer-generated PPM Purge Lists received from Payroll.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

PROCEDURAL GUIDELINES

This series contains photocopies of completed forms and file notes.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

RECONCILIATION REPORTS

This series contains reconciliation reports received from off

campus.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

 

RECORDS MANAGEMENT OFFICER WORKING FILES

This series contains photocopies of General Accounting Division maintenance and repair reports and photocopies of disposal sheets received from Archives.

RETENTION: Retain in office while active, then destroy by recycling.

 

REFERENCE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of check lists sent to Accounts Payable, photocopies of Data Processing requests sent to Data Processing, daily ledgers, and stop payment check cards.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

REQUISITIONS AND REPAIRS FILES

This series contains annotated original copies and photocopies of campus correspondence, NCR copies of maintenance and repair reports received from off campus, NCR copies of invoices received from off campus, and General Accounting Division original copies and photocopies of requisitions.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

RETURNED CHECKS CORRESPONDENCE FILES

This series contains campus and off-campus correspondence, photocopies of checks sent to employee, and photocopies of vouchers sent to Accounts Payable and Payroll.

RETENTION: Retain 5 years in office, then destroy by landfill.

 

SEVEN VOUCHER NUMBER LOG BOOK

This series contains sheets with date issued, voucher number, name, date returned, and amount.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

SIGN-OUT SHEETS

This series contains sign-out sheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

SIX VOUCHER LOG/INTERNAL TRANSACTION LOG

This series contains log sheets with month and voucher number.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

STOP PAYMENTS FILES

This series contains photocopies of check requests, photocopies of stop payment requests sent off campus, photocopies of payee stop payments received from employee, payroll earning records, and photocopies of new check issued.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling

 

TRANSFER VOUCHERS SEVEN AND NINE VOUCHERS

This series contains Accounting Batch cover form received from campus offices and Journal Voucher forms received from campus offices.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by recycling.

 

TRAVEL ACCOUNTS PAYABLE LIST

This series contains computer-generated Travel Accounts Payable

Lists received from Data Processing.

RETENTION: Retain in office until superseded, then destroy by

shredding then landfill.

 

TRAVEL CHECKS LIST

This series contains computer-generated Travel Checks lists received from Travel.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

TRAVEL ADVANCE CHECKS LOG

This series contains log sheets with name of person made out to,

date picked up, check number, and date received in General

Accounting Division

RETENTION: Retain 3 years in office, then destroy by landfill.

 

TRAVEL EXPENSE LOG

This series contains log sheets with date picked up, department,

check number, name of person received by, and date received in

General Account Division.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

TWO VOUCHER LOG

This series contains log sheets with date, voucher number, and

amount.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

UNCLAIMED CHECKS

This series contains unclaimed checks.

RETENTION: Retain 7 years in office, then destroy by landfill.

 

UNCLAIMED PROPERTY REPORTS

This series contains photocopies of Unclaimed Property Reports sent to Accounts Payable.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling.

 

VOUCHERS

This series contains vouchers.

RETENTION: Record (master) copy: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill. Duplicates. Retain in office until superseded, then destroy by landfill.

 

GRANTS AND CONTRACTS DIVISION/ACCOUNTING SERVICES

 

ACCOUNTANT I WORKING FILES

This series contains all or some of the following: campus and

off-campus correspondence, procedural guidelines, monthly financial statements received from off campus, file notes, photocopies of invoices sent off campus, computer-generated monthly ledger sheets received from General Accounting, and computer-generated General Accounting reports.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

ACCOUNTANT II REFERENCE FILES

This series contains campus near-print informational material, procedural guidelines received from Business Affairs, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

ACCOUNTANT II WORKING FILES

This series contains campus correspondence, monthly financial statements received from campus offices, photocopies of Internal Transactions received from campus offices, photocopies of invoices sent off campus, computer-generated monthly ledger sheets received from General Accounting, and file notes.

RETENTION: Retain 5 years in oftice1 then destroy by shredding then landfill.

 

ACCOUNTANT III REFERENCE FILES

This series contains campus and off-campus near-print informational material, procedural guidelines received from Office of Research Coordinator, file notes1 and file lists.

RETENTION: Retain in office while active, then destroy by recycling.

 

ACCOUNTANT III WORKING FILES

This series contains letters received, budget reports, budget worksheets, computer-generated expenditure lists received from Accounting Services, monthly financial statements, computer-generated Accounting Services monthly ledger sheets, photocopies and original copies of Financial Status Reports sent off campus, original copies and photocopies of Letters of Credit sent and received from off campus, photocopies of quarterly reports sent off campus and NCR copies of requests for funds sent off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

 

ACCOUNTING SPECIALIST I WORKING FILES

This series contains correspondence, monthly financial statements received from off campus, LSU Object Code books received from

Accounting Services, and photocopies of Journal Vouchers received from General Accounting.

RETENTION: Retain in office while active, then destroy by shredding then recycling.

 

ACCOUNTING SPECIALIST II REFERENCE FILES

This series contains campus near-print informational material, monthly financial statements received from off campus, computer-generated monthly ledger sheets received from General Accounting, and LSU Object Codes received from General Accounting.

RETENTION: Retain in office while active, then destroy by landfill.

 

ACCOUNTING SPECIALIST II WORKING FILES

This series contains computer-generated monthly ledger sheets received from General Accounting

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

ACCOUNTS RECEIVABLE LEDGERS

This series contains Accounts Receivable Ledgers received from

General Accounting.

RETENTION: Retain 5 years in office, then destroy by landfill.

 

ANNUAL UNIVERSITY FINANCIAL REPORT

This series contains Financial Statements Annual University

Financial Reports.

RETENTION: Retain permanently in office.

 

ASSISTANT TO DIRECTOR GRANTS AND CONTRACTS ACCOUNTING PROCEDURES FILE

This series contains procedural guidelines, computer-generated input received from campus and off campus, file notes, and sample completed forms.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

ASSISTANT TO THE DIRECTOR ADMINISTRATIVE FILES

This series contains photocopies of year-end accounts receivable annual reports sent to Legislative Auditors, photocopies of campus and off campus correspondence, staff meeting minutes, procedural guidelines received from Administrative Information Systems, photocopies of Accounting Services journal vouchers, and file notes.

RETENTION: Retain in office while active, then destroy by shredding then recycling.

 

BILLING AND AUDITING ACCOUNTANT WORKING FILES

This series contains campus and off-campus correspondence, master

forms received from off campus, photocopies of campus and off-campus procedural guidelines, file notes, file lists, photocopies of sample worksheets and reports, Accounting Services accounting code lists, and expenditure reports sent to LSU Agricultural Center.

RETENTION: Retain in office while active, then destroy by recycling.

 

BILLING CARDS

This series contains cards with contact number, contract period, indirect cost rate, etc.

RETENTION: Retain in office while active, then destroy by landfill.

 

BOARD OF REGENTS EQUIPMENT PURCHASE FILES

This series contains campus and off-campus correspondence, annotated procedural guidelines received from Board of Regents, photocopies of Expenditure Cumulative Ledger, photocopies of invoices received from Accounts Payable, photocopies of Purchase Orders received from Accounts Payable, photocopies of contract equipment budgets, photocopies of interim financial expenditure reports sent to Board of Regents, and interim financial expenditure worksheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

CASH RECEIPT VOUCHERS FILES

This series contains Cash Receipt Vouchers sent to Office of

Bursar Operations photocopies of checks, and photocopies of check

stubs received from off campus.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

 

CENTER FOR ADVANCED MICROSTRUCTURE DESIGN FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of newspaper clippings, photocopies of Grants and Contracts grant award documents, and photocopies of invoices received from LSU Systems.

RETENTION: Retain in office 3 years after termination of project, then destroy by shredding then recycling.

 

CENTER FOR ADVANCED MICROSTRUCTURE DESIGN GRANT IMPLEMENTATION

MANUALS

This series contains manuals received from federal agencies.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

CHART OF ACCOUNTS

This series contains computer-generated Charts of Accounts received from Accounting Services.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by recycling.

 

CORRECTED STUDENT PERSONNEL ACTIVITY REPORTS FILES

This series contains photocopies of PER-17 Turn-around documents received from Student Payroll and Personnel Activity Reports.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

CUMULATIVE EXPENDITURE MICROFICHE

This series contains microfiche of cumulative expenditure documents.

RETENTION: Retain permanently in office.

 

CURRENT BILLING FOLDERS

This series contains campus correspondence, photocopies of monthly financial statements received from off campus, photocopies of invoices sent off campus, computer-generated monthly ledger sheets received from General Accounting, and file notes -

RETENTION: Retain in office 3 years after termination of project, then destroy by shredding then landfill.

 

CURRENT LEDGER SHEETS

This series contains photocopies of computer-generated monthly ledger sheets received from General Accounting.

RETENTION: Retain in office while active, then destroy by recycling.

 

CVA AND OTHER REPORTS (OBSOLETE)

This series contains computer-generated CVA and other reports

received from Data Processing.

RETENTION: Destroy by landfill.

 

DEPARTMENT OF NATURAL RESOURCES BILLING FILES/OUTSTANDING CONTRACTS FILES

This series contains campus and off-campus correspondence, photocopies of invoices sent off campus, billing worksheets, photocopies of Purchase Orders received from General Accounting, photocopies of LSU-l Personnel Actions received from Human Resource Management, and photocopies of monthly financial statements received from General Accounting.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by shredding then landfill.

 

DEPARTMENT OF NATURAL RESOURCES WORKING FILES

This series contains campus and off-campus correspondence, photocopies of checks received from off campus, and computer-generated Accounts Receivable Reports.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

DEPOSIT REPORT FILES

This series contains photocopies of deposit reports sent off

campus and photocopies of the following received from off campus:

checks and check stubs.

RETENTION: Retain in office while active, then destroy by recycling.

 

EARNINGS RECORDS MICROFICHE NOTEBOOKS

This series contains microfiche of monthly earning records

received from General Accounting.

RETENTION: Retain permanently in office.

 

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

 

FEDERAL EQUIPMENT REPORTS

This series contains Federal Equipment Reports sent off campus.

RETENTION: Destroy by recycling.

 

FEDERAL CASH QUARTERLY TRANSACTIONS REPORTS FOR THE NATIONAL

SCIENCE FOUNDATION

This series contains the above reports sent off campus.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

GENERAL ACCOUNTING LISTS

This series contains computer-generated lists received from

General Accounting.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

GENERAL FILES (OBSOLETE)

This series contains photocopies of campus correspondence, photocopies of worksheets, and photocopies of monthly financial statements received from General Accounting.

RETENTION: Destroy by recycling.

 

GRANTS AND CONTRACTS HEAD ADMINISTRATIVE FILES

This series contains photocopies of campus and off-campus correspondence and carbon copies and photocopies of monthly financial statements received from General Accounting.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

GRANTS AND CONTRACTS FILES/FOLDERS

This series contains photocopies of campus and off-campus correspondence, photocopies of monthly financial statements received from Accounting Services, photocopies of Travel Expense Vouchers received from Accounting Services, photocopies of Purchase Orders received from Accounting Services, photocopies of grant proposals received from Office of Research Coordinator, original copies and photocopies of grant award document received from Office of Research Coordinator, telephone conversation notes, and photocopies of financial reports sent off campus.

RETENTION: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

 

GRANTS AND CONTRACTS HEAD POLICIES AND PROCEDURES FILES

This series contains procedural guidelines received from the

Business Office.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

HANDBOOKS AND MANUALS

This series contains original copies and photocopies of handbooks and manuals received from campus and off campus.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

HIBERNIA NATIONAL BANK AGENCY ACCOUNT 610053897 QUARTERLY REPORTS

This series contains quarterly reports received from off campus.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

HIBERNIA NATIONAL BANK AGENCY ACCOUNT 610053897 REPORT

This series contains a one-time report with procedural guidelines received from off campus.

RETENTION: Retain in office while active, then destroy by landfill

 

IN-HOUSE COMPUTER-GENERATED REPORTS

This series contains in-house computer-generated reports.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

JOURNAL VOUCHERS

This series contains photocopies of journal vouchers sent to

General Accounting.

RETENTION: Retain in office while active, then destroy by

shredding then landfill.

 

LETTER OF CREDIT CORRESPONDENCE FILES

This series contains campus and off-campus correspondence, quarterly reports sent off campus, and NCR copies of requests for funds sent off campus.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

LETTERS OF CREDIT FILES

This series contains photocopies of campus correspondence, photocopies of procedural guidelines received from Business Affairs, photocopies of annual and quarterly financial reports sent off campus, photocopies and carbon copies of draw-down reports sent off campus, photocopies of journal vouchers sent to General Accounting, photocopies of procedural guidelines received from federal and state agencies, and file notes.

RETENTION: Retain in office while active, then destroy by shredding then landfill.

 

LISTS OF RESTRICTED EXPENDITURE ACCOUNTS

This series contains computer-generated Lists of Restricted

Expenditure Accounts received from General Accounting.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

LOUISIANA LAND AND EXPLORATION SCHOLARSHIP FILES

This series contains carbon copies and photocopies of Internal Transactions received from General Accounting, photocopies of student grade transcripts received from Student Records and Registration, and annual worksheets.

RETENTION: Transcripts: Record (master) copy: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by recycling. All other contents: Retain in office while active, then destroy by landfill.

 

LSU FOUNDATION INVOICES

This series contains photocopies of invoices sent to LSU

Foundation

RETENTION: Retain in office while active, then destroy by

recycling.

 

MONTHLY SUBSIDIARY LEDGERS FOR RESTRICTED ACCOUNTS

This series contains Monthly Subsidiary Ledgers for Restricted

Accounts received from General Accounting.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

MONTHLY SUMMARY ACCOUNTING LEDGERS FOR RESTRICTED ACCOUNTS

(OBSOLETE)

This series contains computer-generated Monthly Summary

Accounting Ledgers for Restricted Accounts for Current Fiscal

Year received from General Accounting.

RETENTION: Destroy by recycling.

 

NATIONAL SCIENCE FOUNDATION COST-SHARING FILES

This series contains worksheets.

RETENTION: Retain in office 3 years after termination of

project, then destroy by shredding then recycling.

 

NSF LETTER OF CREDIT TRANSACTION REPORTS SENT TO DEPARTMENT OF

TREASURY

This series contains worksheets, correspondence, file notes, and

the following sent off campus: NCR copies of Requests for Payment on Letters of Credit, photocopies of Authorized Signature Cards, and photocopies of Cash Outlay Reports.

RETENTION: Retain 3 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

OFFICE OF TECHNOLOGY TRANSFER PROGRAM FILES

This series contains photocopies of campus and off-campus correspondence and photocopies of agreements received from Office of Technology Transfer.

RETENTION: Retain in office 20 years, then destroy by shredding then landfill.

 

PERSONNEL ACTIVITY REPORTS

This series contains Personnel Activity Reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

PERSONNEL ACTIVITY REPORTS ACCOUNTANT WORKING FILES

This series contains computer-generated Personnel Activity Report

cost-sharing summary reports sent to Budget and Planning, computer-generated Personnel Activity reports, Departmental Administration Summary Reports sent to Budget and Planning, Administrative Information Systems computer program requests received from Administrative Information Systems, Payroll journal vouchers received from Payroll, and worksheets.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

PERSONNEL ACTIVITY REPORTS COST-SHARING GRANTS WORKING FOLDERS

This series contains photocopies of correspondence, photocopies of procedural guidelines received from off campus, on-line hard copies of LSU-l Personnel Actions, on-line hard copies of PER-2 Personnel Appointments, file notes, telephone conversation notes, photocopies of excerpts from grant award documents, and earning records.

RETENTION: LSU-ls and PER-2s: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. All other contents:

Retain in office while active, then destroy by recycling.

 

PERSONNEL ACTIVITY REPORTS HISTORY FILES

This series contains campus and off-campus correspondence, policy statements, draft copies and final copies of procedural guidelines received from Business Affairs, file notes, and photocopies of cost transfers received from Business Affairs.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

PERSONNEL ACTIVITY REPORTS MICROFICHE

This series contains microfiche of Personnel Activity Reports received from General Accounting.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

PRICE LISTS

This series contains computer-generated price lists received from

University Stores.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

REPAIR RECEIPTS

This series contains photocopies of repair receipts received from

repairmen.

RETENTION: Retain in office 5 years, then destroy by recycling.

 

SINGLE AUDIT REPORT

This series contains computer-generated Single Audit Reports

received from Data Processing.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

STATEMENTS SUMMARY AND ACTIVITY SUMMARY FOR RESTRICTED ACCOUNTS

This series contains computer-generated Statement Summaries and

Activity Summaries for Restricted Accounts received from General

Accounting.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

STUDENT TIMESHEETS

This series contains photocopies of student timesheets sent to

Payroll.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

 

TENTATIVE RESTRICTED ACCOUNT NUMBER REQUESTS LOG

This series contains a Tentative Restricted Account Number

Requests Log.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

UNIVERSITY ENDOWMENTS INTEREST ALLOCATIONS ACCOUNTING REPORT

PROCEDURES AND PROGRAMS FILES

This series contains procedural guidelines received from

Administrative Information Systems, file notes, and accounting

reports received from off campus.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

UNIVERSITY ENDOWMENTS INTEREST ALLOCATION ACCOUNTING REPORTS

This series contains computer-generated University Endowments

Interest Allocation Accounting Reports received from Data

Processing.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.

 

WORK-STUDY ACCOUNTING LEDGERS AND REPORTS

This series contains photocopies of General Accounting monthly

financial statements and photocopies of journal vouchers.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

WORKING FILES FOR COMPLETED PERSONNEL ACTIVITY REPORTS COST-SHARING DOCUMENTATION REPORTS

This series contains working notes.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

WORKING FILES FOR SINGLE AUDIT REPORT

This series contains audit worksheets.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

WORKING FILES (OBSOLETE)

This series contains campus and oft-campus correspondence, campus and off-campus near-print informational material, campus and off-campus procedural guidelines, and monthly financial statements received from off campus.

RETENTION: Destroy by shredding then landfill.

 

YEAR-END LEDGERS FOR RESTRICTED ACCOUNTS MICROFICHE NOTEBOOK

This series contains General Accounting year-end ledgers for restricted accounts.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by recycling.

 

YEAR-END WORK FILES

This series contains photocopies of work papers and photocopies

of computer-generated year-end balance reports received from

General Accounting.

RETENTION: Retain 5 years in office1 then destroy by recycling.

 

PAYROLL/ACCOUNTING SERVICES

 

ACCOUNTANT PROCEDURES FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material policy statements received from campus offices, procedural guidelines, file notes, and file lists.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill. Duplicates:

Retain in office while active, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

 

ACCOUNTANT REFERENCE NOTEBOOKS

This series contains campus correspondence, off-campus near-print informational material, policy statements received from campus offices, procedural guidelines, file notes, and file lists.

RETENTION: Campus correspondence: Record (master) copy: Retain 5

years in office, then destroy by shredding then recycling.

Duplicates: Retain in office while active, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

 

ACCOUNTANT SUPERVISOR WORKING FILES

This series contains photocopies of campus and off-campus near-print informational material, and photocopies of sample completed forms.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

ACCOUNTANT WORKING FILES

This series contains campus correspondence, campus near-print informational material, file notes, tables, balancing sheets, and percent tables.

RETENTION: Campus correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then recycling.

Duplicates: Retain in office while active, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

 

ACCOUNTING REFERENCE REPORTS

This series contains computer-generated reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

ADDITIONAL COMPENSATION FILES

This series contains Additional Compensation Forms received from

Human Resource Management.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

ADJUSTMENT BATCHES, 1983-1985 (OBSOLETE)

This series contains sheets with name, Social Security number, adjustment amount, and account number.

RETENTION: Destroy by shredding then recycling.

 

ANNUAL LEAVE NOTEBOOKS

This series contains Annual Leave Summaries.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

ANNUAL RETIREMENT REPORTS

This series contains photocopies of computer-generated Annual

Retirement Reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

ANNUITY APPLICATIONS

This series contains photocopies of Annuity Applications.

RETENTION: Record (master) copy: Retain in office 11 years after termination of contract, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling.

 

APPLICATIONS FOR PURCHASING SAVINGS BONDS FILES

This series contains U.S. Savings Bond Payroll Deduction Authorizations received from off campus and letters received from employees.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

APPLICATIONS FOR REFUND OF RETIREMENT

This series contains Applications for Refund of Retirement received from employee.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

ASSISTANT DIRECTOR ADMINISTRATIVE FILES

This series contains computer-generated monthly reports received from General Accounting, campus and off-campus correspondence, off-campus near-print informational material, photocopies of procedural guidelines received from campus, photocopies of employee performance evaluations sent to Human Resource Management, original copies or NCR copies of Requests for Data Processing Services received from Data Processing, and file notes.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill. Duplicates:

Retain in office while active, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.

 

BALANCING BOOK FOR EMPLOYERS STATE PORTION

This series contains worksheets, computer-generated daily reports

and computer-generated monthly change reports.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

BALANCING REPORTS NOTEBOOK

This series Contains Balancing Reports received from Human

Resource Management.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

BATCH CONTROL NOTEBOOK

This series contains Batch Controls.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

BILLINGS FILES

This series contains correspondence, photocopies of bills sent to employees, and ledger sheets with the following information:

name, address, Social Security number, type of insurance, current premiums, and effective date.

RETENTION: Retain in office 11 years after termination of contract, then destroy by shredding then landfill.

 

BLUE CROSS/BLUE SHIELD ENROLLMENTS

This series contains NCR copies of completed Blue Cross/Blue

Shield Enrollment Forms received from Human Resource Management.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

BUDGET ALLOCATION REPORTS

This series contains computer-generated Budget Allocation

reports.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

CAFETERIA PLAN ANNUAL LISTS

This series contains lists, received from General Accounting, with name, Social Security number, and net amounts of checks.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

CAFETERIA PLAN FREEZE DATABASE ANNUAL LISTS

This series contains lists received from General Accounting with

name, Social Security number, and insurance amounts tax-sheltered.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

CAFETERIA PLAN OPEN ENROLLMENTS

This series contains Cafeteria Plan Open Enrollment Forms.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

CAMPUS FEDERAL CREDIT UNION CHANGE OF DEDUCTIONS FORMS

This series contains Campus Federal Credit Union Change of

Deduction Forms received from Credit Union.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

CASH REPORTS FILES

This series contains Cash Reports sent to Cash Management and worksheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

CHART OF ACCOUNTS LIST NOTEBOOK

This series contains a computer-generated General Accounting

Chart of Accounts Lists received from General Accounting.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

CHECK REQUESTS AND DEDUCTION REPORTS FOR TEACHERS

This series contains photocopies of computer-generated Check

Requests and Deduction Reports for Teachers.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

CHECK REGISTER FOR TRANSFER VOUCHERS

This series contains computer-generated Check Register for

Transfer Vouchers.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

shredding then recycling.

 

CHECK REGISTER

This series contains a computer-generated check register.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

CHECK REQUESTS AND DEDUCT REGISTERS

This series contains photocopies of the following sent to

Accounts Payable: Check Requests and Deduct Registers.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

CHECK REGISTERS FOR MONTHLY EMPLOYEE REPORTS

This series contains computer-generated Check Registers for

Monthly Employees Reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

CHECKLISTS OF ELIGIBLE

This series contains computer-generated Checklists of Eligible received from Human Resource Management.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

CHILD SUPPORT FILES

This series contains letters received from off campus, procedural

guidelines received from off campus, judgement certified copies received from off campus, posting cards, and computer-generated Child Support Monthly Payment reports.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

CODE TABLES NOTEBOOK

This series contains code tables received from Human Resource

Management

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

 

CUMULATIVE ADJUSTMENTS REPORTS

This series contains computer-generated Cumulative Adjustments

reports.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

DAILY ADDITIONAL COMPENSATION BALANCES SHEETS NOTEBOOK

This series contains computer-generated Daily Additional

Compensation Balance Sheets.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

 

DAILY BALANCING REPORTS

This series contains computer-generated Daily Balancing Reports.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

DAILY REPORTS

This series contains computer-generated Daily Reports.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

DAILY ACTIVITY BALANCE REPORTS

This series contains computer-generated Daily Activity Balance

reports.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

DENTAL INSURANCE ENROLLMENT/CHANGE FORMS

This series contains Dental Insurance Enrollment/Change Forms received from Human Resource Management.

RETENTION: Retain in office 11 years after termination of contract, then destroy by shredding then landfill.

 

DEPARTMENTAL TIMESHEETS

This series contains photocopies of timesheets received from departments.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

DEPOSIT TRANSMITTALS FOR STATE AND TEACHERS RETIREMENT CHECKS

This series contains photocopies of Internal Transactions sent to

Office of Bursar Operations.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

DEPOSIT TRANSMITTALS FOR BILLING

This series contains photocopies of Internal Transactions sent to

Office of Bursar Operations.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

DISCREPANCIES BETWEEN RETIREMENT TAPE AND INSURANCE MASTER

REPORTS

This series contains computer-generated Discrepancies Between

Retirement Tape and Insurance Master reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

DISCREPANCIES AFFECTING INVOICE PREMIUMS LIST

This series contains a computer-generated Discrepancies Affecting

Invoice Premiums Lists.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

DUPLICATE W-2 FILES

This series contains NCR copies of W-2s and duplicate W-2 requests.

RETENTION: Retain in office 4 years after tax due date or tax return date, whichever is later1 then destroy by shredding then recycling.

 

EARNINGS RECORDS OF EMPLOYEES

This series contains Earnings Records of Employees received from

General Accounting.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

EMPLOYEE DATA QUESTIONNAIRES, 1983 (OBSOLETE)

This series contains questionnaires on employee data.

RETENTION: Transfer to University Archives.

 

EMPLOYEES WITH NON-ZERO CAFETERIA TAX SHELTER AMOUNTS REPORTS

This series contains computer-generated Employees with Non-Zero

Cafeteria Tax Shelter Amounts reports received from General

Accounting.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

FEDERAL AND STATE LEVIES FILES

This series contains Notices of Levy or Garnishment sent off campus and photocopies of LSU Special Handling Payment Requests

sent to Accounts Payable.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill.

 

FEDERAL AND STATE TAX FILES

This series contains worksheets, photocopies of check requests sent to Accounts Payable, photocopies of vouchers, photocopies of 941 Quarterly Income Tax Returns sent off campus, and photocopies of L-3 Annual Employer State Tax Returns sent off campus.

RETENTION: Retain in office 4 years after tax due date or tax return date, whichever is later, then destroy by shredding then recycling.

 

FISCAL MANAGER INFORMATION FILES

This series contains campus and off-campus correspondence, master forms, photocopies of policy statements, computer-generated tables, originals and NCR copies of Requests for Data Processing received from Data Processing, file notes, computer-generated lists, photocopies of office charts, and computer-generated Edit specifications reports.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill. Duplicates:

Retain in office while active, then destroy by shredding then landfill. Master forms: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by recycling. All other contents: Retain 3 years in office, then destroy by recycling.

 

GARNISHMENT FILES

This series contains computer-generated Garnishment Payment

Reports and photocopies of Journal Vouchers sent to General

Accounting.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

GENERAL LEDGER PAYROLL DEDUCTION REPORTS

This series contains computer-generated General Ledger Payroll

Deduction reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

HMO MONTHLY DETAILED DEDUCTIONS REPORTS

This series contains computer-generated HMO Monthly Detailed

Deductions reports.

RETENTION: Retain 2 years in office, then destroy by landfill.

 

INFORMATION ON RESIDENT AND NON-RESIDENT ALIENS FILES

This series contains master forms received from off campus and off-campus near-print informational material.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

INSURANCE ACCOUNTANT WORKING FILES

This series contains near-print informational material received from Public Relations and file notes.

RETENTION: Retain in office while active, then destroy by landfill.

 

INSURANCE BOOK MONTHLY WORKSHEETS FILES

This series contains computer-generated code lists and monthly worksheets.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

INSURANCE CONTRIBUTIONS BY CAMPUS LISTS

This series contains computer-generated Insurance Contribution By

Campus lists with names, Social security number, and types of coverage received from General Accounting.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

INSURANCE ENROLLMENT FORMS FILES, 1980-1987 (OBSOLETE)

This series contains NCR copies of Insurance Enrollment Forms sent off campus, NCR copies of HMO enrollment forms sent off campus, NCR copies of State Group enrollment forms sent off campus, and letters received.

RETENTION: Retain in office 11 years after termination of contract, then destroy by shredding then landfill.

 

INSURANCE GENERAL LEDGERS, 1986-1989 (OBSOLETE)

This series contains computer-generated Insurance General Ledgers

received from General Accounting.

RETENTION: Destroy by landfill.

 

INSURANCE PAYROLL DEDUCTS SHEETS

This series contains Insurance Payroll Deducts Sheets.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

INSURANCE PROCEDURES NOTEBOOK

This series contains annotated off-campus near-print informational material and annotated photocopies of procedural guidelines.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

INSURANCE UPDATES AND ADJUSTMENTS BOOK

This series contains computer-generated reports of updates and

adjustments.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

 

IRS LOG BOOK

This series contains IRS log sheets.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

IRS TAX MANUALS

This series contains IRS tax manuals received from the IRS.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

JOB DESCRIPTIONS NOTEBOOK

This series contains job descriptions.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

LEDGER BALANCING FILES

This series contains master forms received from campus offices, photocopies of monthly Accounting Services ledger sheets, file notes, and photocopies of vouchers.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

LEDGERS FOR SUPPLEMENTAL INSURANCE

This series contains monthly financial statements received from

General Accounting.

RETENTION: Retain 2 years in office, then destroy by recycling.

 

LIST OF EMPLOYEES AND TOTAL ANNUITY DEDUCTS REPORT, 1987

(OBSOLETE)

This series contains a computer-generated List of Employees and

Total Annuity Deducts report.

RETENTION: Destroy by shredding then landfill.

 

LSU INSURANCE REGISTER, 1973 (OBSOLETE)

This series contains computer-generated reports.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

LSU INSURANCE PROFILES

This series contains computer-generated LSU Insurance Profiles.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

LSU CATALOGS

This series contains LSU catalogs.

RETENTION: Retain in office while active, then destroy by

landfill.

 

LSU FUNDED RETIREMENT TRANSFER REPORT, 1979 (OBSOLETE)

This series contains a computer-generated LSU Funded Retirement

Transfer Report.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

MAINTENANCE REPORTS NOTEBOOK

This series contains computer-generated maintenance reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

MANUALS

This series contains manuals generated here and received from campus offices.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by landfill.

 

MASTER FORMS

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office until superseded, then destroy by

landfill.

 

MISCELLANEOUS WAGE PAYROLL ACTIONS FILES

This series contains Bank Deposit Authorization forms received from employee, photocopies of garnishment letters sent to employee, photocopies of garnishment citations sent off campus, photocopies of child support letter sent to employees, and original copies and photocopies of payroll deduction forms received from Human Resource Management.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

MONTHLY PAYROLL PROCEDURES NOTEBOOK

This series contains photocopies of campus correspondence1 and procedural guidelines received from campus offices.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

MONTHLY OPTIONAL RETIREMENT PLAN AND CHECK REQUESTS REPORT

This series contains computer-generated Monthly Optional

Retirement Plan and Check Requests reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

MONTHLY PAYROLL CHECK REGISTERS

This series contains computer-generated Monthly Payroll Check

Registers.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

MONTHLY PAYROLL ACCOUNTANT WORKING FILES

This series contains photocopies of campus and off-campus

correspondence, master forms, campus and off-campus near-print informational material, photocopies of procedural guidelines, and monthly check registers.

RETENTION: Correspondence: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.

 

MONTHLY RETIREMENT AUDIT REPORTS NOTEBOOK

This series contains computer-generated Monthly Retirement Audit reports.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

MONTHLY RETIREE REPORTS

This series contains computer-generated Monthly Retiree Reports.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

 

MONTHLY RETIREMENT FOR TEACHERS RETIREMENT REPORT

This series contains computer-generated Monthly Retirement for

Teachers Retirement reports.

RETENTION: Retain in office until summarized, then destroy by

shredding then recycling.

 

MONTHLY FRINGE BENEFITS REPORTS PREPARATIONS FILES

This series contains computer-generated Monthly Fringe Benefits

Reports, computer-generated Courtesy Car Program reports received from the Athletic Department, and the following computer-generated reports received from Accounts Payable: Moving Expense and Housing Allowance.

RETENTION: Retain in office while active, then destroy by recycling.

 

MONTHLY STATE GROUP BENEFITS INVOICE LETTERS

This series contains Monthly Invoice Letters received from off

campus

RETENTION: Retain in office 2 years, then destroy by shredding then landfill.

 

MONTHLY ADJUSTMENTS LISTS

This series contains computer-generated lists, received from General Accounting, with name, Social Security number, type of adjustment, and insurance codes.

RETENTION: Record (master) copy: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then recycling. Duplicates: Retain in office while active, then destroy by shredding then recycling.

 

MONTHLY PAYROLL SCHEDULES

This series contains monthly payroll schedules.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

NON ZEROS BALANCES LISTS

This series contains computer-generated Alpha Non-Zero Balances Lists.

RETENTION: Record (master) copy: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then recycling. Duplicates: Retain in office until summarized, then destroy by shredding then recycling.

 

ON-LINE COMPUTER INFORMATION NOTEBOOKS

This series contains campus near-print informational material received from Human Resource Management and SNCC.

RETENTION: Retain in office while active, then destroy by landfill.

 

ONE-TIME DEDUCT SHEETS

This series contains One-Time Deduct Sheets.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

ONE-TIME DEDUCT LETTERS SENT

This series contains photocopies of One-Time Deduct Letters sent.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then recycling.

 

OPERATING BUDGETS FOR FISCAL YEARS

This series contains computer-generated Operating Budgets for

Fiscal Years received from Budget and Planning.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

OPTIONAL INSURANCE PLAN WAIVERS

This series contains Optional Insurance Plan Waivers received from Human Resource Management.

RETENTION: Retain in office 11 years after termination of contract, then destroy by shredding then landfill.

 

OPTIONAL INSURANCE COMPANY FILES

This series contains off-campus near-print informational material

and photocopies of Payroll contracts.

RETENTION: Contracts: Record (master) copy: Retain permanently in office. Duplicates: Retain in office while active, then destroy by shredding then recycling. Near-print informational material:

Retain in office until superseded, then destroy by landfill.

 

OPTIONAL INSURANCE CAFETERIA ENROLLMENTS

This series contains Optional Insurance Enrollments received from

Human Resource Management.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

OVERPAYMENT FILES

This series contains campus correspondence, photocopies of

Payroll Handwritten Checks sent to Office of Bursar Operations,

and file notes.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

 

PAY SCHEDULE REFERENCE FILES

This series contains campus and off-campus correspondence, photocopies of payroll schedules sent to the Business Office, photocopies of program tables sent to Administrative Information Services, photocopies of academic pay schedules sent to Administrative Information Services, file lists, photocopies of tax tables sent to Administrative Information Services, and file notes.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill. Duplicates:

Retain in office while active, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.

 

PAYROLL TRANSFER VOUCHERS FILES

This series contains batch cover sheets, Payroll Transfer Vouchers, original copies or photocopies of PER-17 turn around documents received from departments, and computer-generated check dump listings.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

PAYROLL TRANSFER VOUCHERS FILES

This series contains campus correspondence, photocopies of PER-3

Personnel Status Changes received from Human Resource Management,

and Payroll Transfer Vouchers.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

 

PAYROLL PERSONNEL MASTER FILE RECORD AUDIT NOTEBOOK

This series contains a Payroll Personnel Master File Record

Audits.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

PAYROLL ACTIVITIES FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of procedural guidelines received from campus offices, and computer-generated Academic Year Completion Percentage Tables sent to departments.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then recycling. Duplicates:

Retain in office while active, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by shredding then landfill.

 

PAYROLL SCHEDULING CONTROL FORMS

This series contains annotated Payroll Scheduling Control Forms.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

PAYROLL REPORTS

This series contains computer-generated payroll reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

PAYROLL CHECK REGISTERS

This series contains computer-generated Payroll Check Registers received from General Accounting.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by shredding then recycling.

 

PAYROLL CHECK DISTRIBUTION REPORTS

This series contains computer-generated Payroll Check

Distribution Reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

PAYROLL SYSTEM MANUAL

This series contains an Accounting Services Payroll System

Manual.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

PERSONNEL PROCEDURES HANDBOOK

This series contains Personnel Procedures Handbooks received from

Human Resource Management.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

POLICIES AND SAMPLE LETTERS FILE

This series contains photocopies of campus and off-campus correspondence, photocopies of policy statements received from Office of the Chancellor, and photocopies of procedural guidelines received from Business Affairs.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

POLICIES AND INSURANCE INFORMATION NOTEBOOKS

This series contains policy statements received from Office of the Chancellor and near-print informational material received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

POST LIFE INSURANCE ENROLLMENTS

This series contains completed Post Life Insurance Enrollment

Forms received from Human Resource Management.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

PPM FILE LEDGER BALANCE SHEETS

This series contains computer-generated Payroll PPM File Ledger

Balance Sheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

PREMIUM INCREASE LISTS

This series contains computer-generated Program Number 1N50202

Reports.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

PROCEDURAL AND COMPUTER USE MANUALS

This series contains Payroll procedural guidelines and guidelines received from Administrative Information Systems.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

PURGE REPORTS

This series contains Purge Reports.

RETENTION: Retain in office while active, then destroy by

recycling.

 

RE-EMPLOYED RETIREES REPORTS

This series contains computer-generated Re-employed Retirees

Reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

RECONCILED INVOICE OVER AND UNDER PAYMENTS LETTERS RECEIVED

This series contains letters received from State Group Insurance.

RETENTION: Retain in office 11 years after termination of

contract, then destroy by shredding then landfill.

 

REGULAR AND SUPPLEMENTAL PAYROLL CHECK REGISTERS

This series contains computer-generated Regular and Supplemental

Payroll Check Registers received from Data Processing.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by shredding then recycling.

 

REPORTS FOR REFERENCE AND LEDGERS FILES

This series contains budget reports and monthly ledger sheets

received from Accounting Services.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

REPORTS, 1987 (OBSOLETE)

This series contains computer-generated reports.

RETENTION: Destroy by landfill.

 

REQUESTS FOR DATA PROCESSING SERVICES

This series contains NCR copies of Payroll Requests for Data

Processing Services.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

REQUESTS FOR DUPLICATE W-25 FILES

This series contains Requests for Duplicate W-2s log sheets, requests for duplicate W-2s, and NCR employer file copy of duplicate W-2 forms sent off campus.

RETENTION: Retain in office 4 years after tax due date or tax return date, whichever is later, then destroy by shredding then recycling.

 

RETIREMENT ACCOUNTANT WORKING FILES

This series contains photocopies of campus and off-campus

correspondence, Retirement Check log sheets, campus near-print informational material, photocopies of Accounting Services journal vouchers, file lists, file notes, photocopies of Cash Reports, photocopies of Payroll Schedules, photocopies of questionnaire sent off campus, and worksheets.

RETENTION: Correspondence: Record (master) copy: Retain 5 years in office, then destroy by shredding then landfill. Duplicates:

Retain in office while active, then destroy by shredding then landfill. Questionnaires: Retain permanently in office. All other contents: Retain in office while active, then destroy by recycling.

 

RETIREMENT REFUNDS AND RETIREMENT BENEFIT APPLICATIONS

This series contains photocopies of Retirement Refunds

Applications sent to Human Resource Management and photocopies of

Retirement Benefits Applications sent to Human Resource

Management.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

RETIREMENT REFERENCE NOTEBOOKS

This series contains procedural guidelines, photocopies of ledgers, photocopies of journal vouchers, worksheets, file notes, file lists, and the following received from on and off campus:

master forms and policy statements.

RETENTION: Retain in office while active, then destroy by recycling.

 

SALARY AUDIT REPORTS

This series contains computer-generated Salary Audits.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

SALARY AUDIT EDITING REPORTS

This series contains computer-generated Salary Audit Editing

Reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

SOCIAL SECURITY NUMBER ORDER REPORT

This series contains computer-generated Social Security Number

Order reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

SOCIAL SECURITY NUMBERS ASSIGNED NOTEBOOK

This series contains log sheets with name, date, type of

employee, and assigned Social Security number.

RETENTION: Retain permanently in office.

 

SOCIAL SECURITY REPORT

This series contains computer-generated Social Security Reports received from off campus.

RETENTION: Retain in office while active, then destroy by landfill.

 

SPIN MANUALS

This series contains SPIN manuals received from Human Resource

Management.

RETENTION: Retain in office until superseded, then destroy by

landfill.

 

STATE AND TEACHERS DEDUCT REGISTERS REPORTS

This series contains computer-generated State and Teachers Deduct

Registers reports received from off campus.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

STATE RETIREMENT MONTHLY REPORTS AND CHECK REQUESTS

This series contains computer-generated State Retirement Monthly

Reports and Check Requests.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

STATE INVOICE MONTHLY REPORTS

This series contains computer-generated Louisiana Employees Group

Benefits All Invoices reports received from off campus.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

STUDENT ASSISTANT INSTRUCTION NOTEBOOK

This series contains master forms, procedural guidelines, and file notes.

RETENTION: Retain in office until superseded1 then destroy by recycling.

 

STUDENT ACCOUNTANT INFORMATION FILES

This series contains photocopies of campus correspondence, original copies and photocopies of procedural guidelines generated here, and logon ID lists.

RETENTION: Retain in office while active, then destroy by recycling.

 

SUPPLEMENTAL VOUCHERS FILES

This series contains the following received from departments:

original copies and photocopies of time cards, legal voucher time sheets, and student sign-in timesheets.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

SUPPLEMENTAL PAYROLL TIMESHEETS

This series contains computer-generated Supplemental Payroll

Timesheets.

RETENTION: Retain 3 years in office1 then destroy by shredding

then recycling.

 

TAX CORRECTIONS FILES

This series contains ledger sheets, photocopies of W-2s sent to

employees, computer-generated Payroll Personnel Records received from Data Processing, and photocopies of 941 C tax forms sent to

IRS.

RETENTION: Retain in office 4 years after tax due date or tax return date, whichever is later, then destroy by shredding then recycling.

 

TEACHER'S RETIREMENT NOTEBOOKS

This series contains Teacher's Retirement Notebooks received from

off campus.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

TIME CARD BALANCE EDIT PRINTOUTS

This series contains computer-generated Time Card Balance Edit reports.

RETENTION: Retain in office until summarized, then destroy by shredding then landfill.

 

TIMESHEET VOUCHERS FILES

This series contains LSU timesheets received from departments, supplemental sheets, and correction memoranda received from departments.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

TRANSFER VOUCHERS CHECK REGISTERS

This series contains computer-generated Transfer Vouchers Check

Registers.

RETENTION: Retain 3 years in office, then destroy by shredding then recycling.

 

U.S. SAVINGS BONDS CHECK FILE UPDATE LISTS

This series contains computer-generated U.S. Savings Bonds Check

File Update Lists.

RETENTION: Retain 3 years in office, then destroy by shredding

then recycling.

 

U.S.SAVINGS BOND MAGNETIC TAPE

This series contains U.S. Savings Bond Magnetic Tapes sent off

campus.

RETENTION: Retain in office while active, then destroy by landfill.

 

UNDELIVERABLE W-2S FILES

This series contains returned W-2s.

RETENTION: Retain in office 4 years after tax due date or tax

return date, whichever is later, then destroy by shredding then recycling.

 

UNITED WAY PLEDGE CARDS

This series contains United Way Pledge Cards received from

employees.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

UNITED WAY CAMPAIGN CARD FILE

This series contains Accounting Services United Way Campaign

Cards.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

USER GUIDE TO GENERAL LEDGER SYSTEM

This series contains an Accounting Services User Guide to the

General Ledger System.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

VERIFICATIONS OF EMPLOYMENT

This series contains photocopies of Verifications of Employment sent off campus.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

VOUCHER 10517 PERSONNEL FILES

This series contains Student Employment Processing Forms received from departments and Student Aid and Scholarships.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

VOUCHER 09517 ACCOUNTING FILES

This series contains the following received from departments:

original copies and photocopies of timecards, legal voucher time sheets, and student sign-in timesheets.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

VOUCHER 09527 ACCOUNTING FILES

This series contains the following received from departments:

original copies and photocopies of timecards, legal voucher time sheets, and student sign-in timesheets.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

VOUCHER 09517 PERSONNEL FILES

This series contains Student Employment Processing Forms received from departments and Student Aid and Scholarships.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

VOUCHER 08527 FILES

This series contains the following received from departments:

original copies and photocopies of time cards, legal voucher time sheets, and student sign-in timesheets.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

VOUCHER 09527 PERSONNEL FILES

This series contains Student Employment Processing Forms received from departments and Student Aid and Scholarships.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

W-2 MAILING LISTS

This series contains computer-generated W-2 Mailing Lists.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

W-2 ANNUAL LISTINGS

This series contains computer-generated W-2 Annual Listings by

Alpha.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

W-2 LIST BY SOCIAL SECURITY NUMBER

This series contains computer-generated W-2 Lists by Social

Security Number.

RETENTION: Retain in office until superseded, then destroy by

shredding then recycling.

 

W-2 FILES

This series contains correspondence, original Copies and photocopies of W-2s sent off campus, and photocopies of check records.

RETENTION: Retain in office 4 years after tax due date or tax return date, whichever is later, then destroy by shredding then recycling.

 

W-4 FILES

This series contains W-4 federal tax forms received from employee or department and L-4 state tax forms received from employee or department

RETENTION: Retain in office 4 years after tax due date or tax return date, whichever is later, then destroy by shredding then landfill.

 

WAGE ACCOUNTANT INFORMATION FILES

This series contains bank code listings received from Data Processing, photocopies of Payroll Check Distribution lists, and photocopies of department contacts list.

RETENTION: Retain in office while active, then destroy by recycling.

 

WAGE OFFICE GENERAL FILES

This series contains campus correspondence, computer-generated

Accounts Receivable listings, check stubs received from off

campus, photocopies of deposit transmittals sent to Office of

Bursar Operations, and photocopies of journal vouchers sent to

General Accounting.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

 

WAGE OFFICE POLICIES AND PROCEDURES NOTEBOOKS

This series contains photocopies of correspondence, campus near-print informational material, photocopies of policy statements received from Office of the Chancellor, photocopies of procedural guidelines received from campus offices, and photocopies of sample completed forms.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

WAGE CHECK REGISTERS

This series contains computer-generated Wage Check Registers.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

shredding then landfill.

 

WAGE PERSONNEL FILES

This series contains the following received from Human Resource Management: employee withholding tax statements, 1-9 Employee Eligibility Verifications, LSU-1 Personnel Actions, PER-3 Personnel Status Changes, PER-17 turn-around documents, address change forms, and name change forms.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

WEEKLY COBRA SEPARATION LISTINGS

This series contains Computer-generated weekly COBRA Separation

Listings.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

WEEKLY PAYROLL TRANSFER VOUCHER LISTINGS

This series contains computer-generated weekly Payroll Transfer

Voucher Listings.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

WEEKLY JOURNAL VOUCHER BALANCING REPORTS

This series contains computer-generated weekly Journal Voucher

Balancing Reports.

RETENTION: Retain in office until summarized, then destroy by

recycling.

 

WORK SCHEDULING NOTEBOOK

This series contains photocopies of position descriptions, photocopies of flow charts, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

 

YEAR-END SALARY AUDIT REPORT

This series contains computer-generated Year-End Salary Audit

Reports.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.