You are here

Fiscal

Fiscal

Audit
Title Major Revision Previous Schedules Schedule Item
Report of audit of financial affairs


CO2 293; MU1 260; ED1 310; MI1 214 472

a: Audit filed pursuant to Section 35, General Municipal Law, conducted by New York State Comptroller's Office or by New York City Comptroller or by an outside auditing firm:
RETENTION: PERMANENT

b: Other external audits:
RETENTION: 6 years

c: Internal audits, conducted by local government officials:
RETENTION: 6 years
Audit background documentation,

including summaries, posting records, and related records created by an auditing office as part of the auditing procedure:
RETENTION: 6 years

 CO2 294; MU1 261; ED1 311; MI1 215 473
Audit hearing or review file:


RETENTION: 6 years after audit accepted

 CO2 295; MU1 262; ED1 312; MI1 216 474
Banking and Investment
Title Major Revision Previous Schedules Schedule Item
Banking communications,

including but not limited to bank statement, reconciliation, notification of voiding or return of check, cancellation of payment, or other notice for checking or savings account:
RETENTION: 6 years

 CO2 296; MU1 263; ED1 109; MI1 217 475
Canceled check or stop payment notices,

including payroll check or other instrument of payment, or order to fiscal officer to pay when used as a negotiable instrument, including voided check or instances of lost or stolen checks, and misdirected financial institution transactions:
RETENTION: 6 years
NOTES: It is recommended that a list of destroyed unused checks be created and maintained for legal or audit purposes.

 2020 (♦)
 CO2 297; MU1 264; ED1 110; MI1 218 476
Copy of check or check stub:


RETENTION: 6 years

 CO2 298; MU1 265; ED1 111; MI1 219 478
Depository agreement,

including designation of depository, bond or surety, or other record relating to deposition of local government funds:
RETENTION: 6 years after agreement, contract, designation, bond or surety has expired or been superseded or rescinded

 CO2 299; MU1 266; ED1 112; MI1 220 479
Deposit book for checking account:


RETENTION: 6 years after date of most recent entry

 CO2 300; MU1 267; ED1 113; MI1 221 480
Deposit book for savings account:


RETENTION: 6 years after cancellation

 CO2 301; MU1 268; ED1 114; MI1 222 481
Deposit slip:


RETENTION: 6 years

 CO2 302; MU1 269; ED1 115; MI1 223 482
Master summary record of bonds, notes, or securities

purchased by the government for investment, identifying the security, the fund for which held, the place where kept, and listing the date of sale and the amount realized:
RETENTION: PERMANENT

 CO2 306; MU1 273; ED1 119; MI1 227 483
Periodic reports and similar records

of yield received from or status of bonds, notes, securities or other obligations purchased for investment:
RETENTION: 6 years after bond issue retired

 CO2 307; MU1 274; ED1 120; MI1 228 484
Original check, money order, or similar instrument of payment

received and kept by local government, scanned and deposited to bank account, or retained by the local government for any other reason:
RETENTION: 60 days after deposit and verification of account information or no longer needed for any purpose
NOTES: It is recommended that the process of receipt of payment and subsequent deposit as a part of the standard course of business be documented and maintained for legal or audit purposes.

 2020 (♦)
 477
Bonds and Notes
Title Major Revision Previous Schedules Schedule Item
Bond issue preparation file,

covering bonds issued by local governments

 CO2 303; MU1 270; ED1 116; MI1 224 485

a: Master summary record of bonds issued:
RETENTION: PERMANENT

b: Other records, including those relating to bond attorneys, preparation of the prospectus, prospectus distribution to bond buyers, bond printing, list of prospective or actual buyers, bond printing bids, bond ratings, and proof of publication of notice of estoppel:
RETENTION: 6 years after bond issue retired
Bond or note issue and cancellation register,

including information on the type, amount, number of obligations in issue, rate of interest, date of maturity, holders, cancellation of the bond or note, and other pertinent information:
RETENTION: 6 years after cancellation of last bond or note

 CO2 304; MU1 271; ED1 117; MI1 225 486
Debt-contracting power statement

filed with Office of the State Comptroller before sale of bonds:
RETENTION: 6 years after bond issue retired

 CO2 305; MU1 272; ED1 118; MI1 226 487
Records relating to exclusion of self-liquidating indebtedness

by a local government, including copy of application filed with Office of State Comptroller, notice and proof of publication, and State Comptroller's written certificate:
RETENTION: 6 years after date of certificate

 CO2 843; MU1 719; ED1 452; MI1 717 488
Budget
Title Major Revision Previous Schedules Schedule Item
Budget preparation file

for budget request or estimate submitted by department head, including but not limited to the preliminary or tentative budget, budget appropriation and staffing requests, estimates of revenues or expenditures, narrative of services, budget message, budget hearing and review files, and related records:
RETENTION: 6 years

 CO2 45; MU1 51; ED1 55; MI1 46 489
Annual budget


CO2 48; MU1 54; ED1 58; MI1 49 490

a: Official copy when not included in minutes:
RETENTION: PERMANENT

b: When budget is included in minutes:
RETENTION: 0 after officially recorded in minutes

c: Reporting office copy:
RETENTION: 0 after no longer needed

d: Copy of town, city or other budget used in determining tax levy:
RETENTION: 6 years
Special budget

filed with state or federal agency:
RETENTION: PERMANENT

 CO2 49; MU1 55; ED1 59; MI1 50 491
Budget status report

on allocation, receipts, expenditures, encumbrances, and unencumbered funds

 CO2 50; MU1 56; ED1 60; MI1 51 492

a: Cumulative report:
RETENTION: 6 years

b: Monthly or quarterly report:
RETENTION: 1 year
Budgetary change request,

(if not included in minutes) including approval or denial for change in approved budget and including but not limited to transfer of funds from one budget item to another, overtime authorization, or request for supplemental funds:
RETENTION: 6 years

 CO2 51; MU1 57; ED1 61; MI1 52 493
Copies of municipal, special district or other budgets,

received and maintained for informational purposes:
RETENTION: 0 after no longer needed

 CO2 845; MU1 720; ED1 453; MI1 718 494
School budget notice (official copy)

mailed to qualified voters and other residents, notifying them of budget to be voted on at annual or special election:
RETENTION: 6 years

 2020 (♦)
 1170
Claims and Warrants
Title Major Revision Previous Schedules Schedule Item
Claim for payment

(approved or disallowed), including claim, vendor's voucher and bill:
RETENTION: 6 years

 CO2 308; MU1 275; ED1 121; MI1 229 495
State or federal-state reimbursement claim file (federal revenue sharing),

including but not limited to annual state aid consolidated funding application, summary and detail of claim, worksheets and other supporting documents:
RETENTION: 6 years

 CO2 310; MU1 277; ED1 123; MI1 231 496
Summary record of outstanding or paid warrants or claims:


RETENTION: 6 years

 CO2 311; MU1 278; ED1 124; MI1 232 497
Notice of claim record and index

as required by Section 50-f of the General Municipal Law:
RETENTION: 6 years after final disposition of claim

 CO2 312; MU1 279; ED1 125; MI1 233 498
Order or warrant to pay monies:

RETENTION: 6 years

 2020 (♦)
 CO2 313; MU1 280; ED1 126; MI1 234 499
Outstanding warrants listing,

including adding machines tapes:
RETENTION: 6 years

 CO2 314; MU1 281; ED1 127; MI1 235 500
Assignment of claim:


RETENTION: 6 years after satisfaction or 10 years, whichever is less

 CO2 846; MU1 888; ED1 128; MI1 236 501
General Accounting and Miscellaneous
Title Major Revision Previous Schedules Schedule Item
General ledger

showing summary receipts and disbursements from all funds and accounts:
RETENTION: 6 years after last entry
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. General ledgers containing detailed entries that include information on nature of transaction and parties involved may be valuable in documenting financial transactions involving a local government.
General ledger of municipal electric or gas utility is covered by item no. 383 in the Electric and Gas Utility section.

 CO2 277; MU1 245; ED1 95; MI1 199 502
Subsidiary ledger

providing details of the general ledger accounts:
RETENTION: 6 years after last entry
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Subsidiary ledgers containing detailed entries that include information on nature of transaction and parties involved may be valuable in documenting financial transactions involving a local government, if this detailed information is not contained in general ledgers.

 CO2 278; MU1 246; ED1 96; MI1 200 503
Journal

recording chronological entries of all fiscal transactions:
RETENTION: 6 years after last entry
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Journals containing detailed entries that include information on payor, payee and purpose may be valuable in documenting financial transactions involving a local government.
Journal voucher of a municipal electric or gas utility is covered by item no. 383 in the Electric and Gas Utility section.

 CO2 279; MU1 247; ED1 97; MI1 201 504
Accounting register,

including but not limited to check register, transfer of funds register, encumbrance register, and register of claims presented for payment and paid claims:
RETENTION: 6 years after last entry

 CO2 280; MU1 248; ED1 98; MI1 202 505
Cash transaction record

showing cash received from collection of various fees and petty cash disbursed:
NOT COVERED: Record of cash transactions of municipal electric or gas utility is covered by item no. 384 in the Electric and Gas Utility section.
RETENTION: 6 years

 CO2 281; MU1 249; ED1 99; MI1 203 506
Tolls or fares collection record,

including but not limited to record of receipts and log of operations:
RETENTION: 6 years

 CO2 282; MU1 250; MI1 204 507
Daily cash record,

including adding machine tapes, cashier's slips showing daily cash receipts and analysis of cash receipts:
RETENTION: 6 years

 CO2 283; MU1 251; ED1 100; MI1 205 508
Notice of encumbrance

indicating funds encumbered and amount remaining unencumbered:
RETENTION: 6 years

 2020 (♦)
 CO2 284; MU1 252; ED1 101; MI1 206 509
Past due account fiscal records and summaries:


RETENTION: 6 years after account satisfied or otherwise closed

2020 (♦)
 CO2 285; MU1 253; ED1 102; MI1 207 510
Intermediary fiscal record of receipts and disbursements,

including but not limited to detail record, analysis, proof sheet or trial balance worksheet, and adding machine tapes:
RETENTION: 6 years

 CO2 286; MU1 254; ED1 103; MI1 208 512
List or abstract of receipts, disbursements, claims, purchase orders, or contracts:


RETENTION: 6 years

 2020 (♦)
2022 (♦♦) 		CO2 287, 605; MU1 255, 567; ED1 104, 265; MI1 209, 504 513
Billing records covering services provided by local government,

including utilities

 CO2 288; MU1 256; ED1 105; MI1 210 514

a: Customer's individual account, including automatic payment authorization and other ACH records:
RETENTION: 6 years after last entry

b: Records used to determine billing and charges including "flat rate" computation record and copies of bills and charge slips:
RETENTION: 6 years

c: Billing address records:
RETENTION: 0 after superseded or obsolete
Bill of sale

of property owned by local government other than real property:
RETENTION: 6 years

 CO2 289; MU1 257; ED1 106; MI1 211 515
Sales or occupancy tax records,

covering taxes collected by local governments:
RETENTION: 6 years

 2020 (♦)
 CO2 290; MU1 258; ED1 107; MI1 212 516
Tax exemption records,

showing that local government is exempt from paying sales, use or other taxes:
RETENTION: 1 year after superseded or obsolete

 CO2 291; MU1 259; ED1 108; MI1 213 517
Payment recoupment records,

documenting the process of recovering monies paid erroneously by local government to employee, vendor or other payee:
RETENTION: 6 years after date of most recent entry in record

 CO2 847; MU1 721; ED1 324; MI1 719 518
Receipt (received) or copy of receipt (issued)

other than for payment of taxes:
RETENTION: 6 years

 CO2 315; MU1 282; ED1 129; MI1 237 519
Grant, award or gift files,

covering grants, awards and gifts given by local governments to other local governments, not-for-profit corporations, businesses or individuals
NOTES: Records of grants received by local governments are covered by item no. 55 in the General Administration section.

 CO2 848; MU1 722; ED1 454; MI1 720 520

a: Master summary record or index of grants, awards or gifts used to track awarding, progress, or payments:
RETENTION: PERMANENT

b: Detailed records of grants, awards and gifts (awarded or not), excluding master summary record:
RETENTION: 6 years
Credit card records

documenting payments received by credit cards or electronic transactions, including credit card payment receipts, and statements showing amounts of payments received and fees deducted:
RETENTION: 6 years

 CO2 849; MU1 723; ED1 455; MI1 721 521

Pages