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Fiscal

Fiscal

General Accounting and Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Estate settlement fiscal records,

including but not limited to records of receipt of estate or transfer tax, copies of Surrogate's decrees and Surrogate's orders fixing tax, transmittals between Surrogate Court and county financial officer and estate appraisal records

 CO2 292 522

a: Copy of receipt issued for payment of estate or transfer tax, providing receipt of tax payment is recorded in accounting of estate:
RETENTION: 6 years

b: All other estate settlement fiscal records:
RETENTION: PERMANENT
Case file for each account containing court-controlled funds held by the fiscal office,

including but not limited to court order establishing account, investment records, and record of dispersal of funds upon account being closed:
RETENTION: 6 years after account closed

 2020 (♦)
 511
Records of universal telecommunications and information services (E-rate) program for schools and libraries


2020 (♦)
 1171

a: Records related to the application for, receipt, and delivery of supported services, or which demonstrate compliance with statutory or regulatory requirements, including pre-bidding, bidding, contracts, application process, invoices, and FCC certification forms and program integrity assurance review documentation:
RETENTION: 10 years after the last day of the applicable funding year or the service delivery deadline for the funding request, whichever is later

b: Asset and inventory records of equipment purchased sufficient to verify the actual location of such equipment:
RETENTION: 10 years after purchase
Student financial aid records

including but not limited to applications for assistance, financial aid disbursement records, copies of income tax forms, financial aid transcripts from other schools, award and declination notices, verifications for non-taxable income and other tax-related records, and veteran's service information:
RETENTION: 6 years

 2020 (♦)
 1172
Employee reimbursement records,

where local government pays for or reimburses employee for college tuition or job-related training expenses:
RETENTION: 6 years after payment or reimbursement is made to employee

 2020 (♦)
 523
Payroll
Title Major Revision Previous Schedules Schedule Item
Payroll,

including information on gross and net pay, base pay, taxes, and other deductions

 CO2 372; MU1 345; ED1 179; MI1 291 524

a: Year-end payroll, including detailed information necessary for salary verification for retirement and social security purposes:
RETENTION: 55 years

b: Periodic payroll, including detailed information necessary for salary verification for retirement and social security purposes, when no year-end payroll is maintained or year-end payroll does not contain this required detailed information:
RETENTION: 55 years

c: Periodic payroll, not including detailed information necessary for salary verification for retirement and social security purposes:
RETENTION: 6 years

d: Warrant authorizing payment of salaries based on a specific payroll, if maintained separate from payroll itself:
RETENTION: 6 years

e: Preliminary draft of payroll:
RETENTION: 0 after warrant authorizing payment of salaries is signed

f: County's information copy of municipal, school, fire or special district payroll:
RETENTION: 0 after no longer needed
Payroll, contributions, or related report

covering all employees or an individual employee, and not covered by specific item in this section
NOTES: Local governments may wish to retain these records longer (i.e., 55 years) for social security or retirement documentation purposes.

 CO2 373; MU1 346; ED1 180; MI1 292 525

a: When needed for audit or other fiscal purposes:
RETENTION: 6 years

b: When not needed for audit or other fiscal purposes:
RETENTION: 0 after no longer needed
Payroll distribution breakdown record

used to distribute or classify labor costs:
RETENTION: 6 years
NOTES: Local governments may wish to retain these records longer (i.e., 55 years) for social security or retirement documentation purposes.

 CO2 374; MU1 347; ED1 181; MI1 293 526
Summary record of employee's payroll changes:


RETENTION: 6 years after termination of employment

 CO2 375; MU1 348; ED1 182; MI1 294 527
Employee's time records:


RETENTION: 6 years

 CO2 376; MU1 349; ED1 183; MI1 295 528
Record of employee absences or accruals


NOTES: This item does not apply to an employee's time cards or sheets.

 CO2 377; MU1 350; ED1 184; MI1 296 529

a: When not posted to periodic cumulative time summary record:
RETENTION: 6 years

b: When posted to periodic cumulative time summary record:
RETENTION: 1 year
Employee request for and/or authorization given to employee to use or donate sick, vacation, personal or other leave, or to work overtime:


RETENTION: 6 years

 CO2 378; MU1 351; ED1 185; MI1 297 530
Record of assignments, attachments, and garnishments of employee's salary,

including pension loan paybacks and time buybacks

 2020 (♦)
 CO2 379; MU1 352; ED1 186; MI1 298 531

a: When employment was terminated prior to satisfaction:
RETENTION: 6 years after termination of employment

b: When satisfied, cancelled, or withdrawn:
RETENTION: 5 years after satisfaction or withdrawal
Employee's voluntary payroll deduction request form,

including but not limited to deferred compensation or health saving account requests:
RETENTION: 5 years after authorization expires

 2020 (♦)
 CO2 380; MU1 353; ED1 187; MI1 299 532
Schedule or other notification from issuing bank

showing savings bond purchased for employee:
RETENTION: 5 years after latest bond issue

 CO2 381; MU1 354; ED1 188; MI1 300 533
Employee's personal earnings record

used to prove end-of-year total earnings, retirement or other deductions and taxes withheld:
RETENTION: 6 years
NOTES: Local governments may need to retain these records longer for social security or retirement documentation purposes.

 CO2 382; MU1 355; ED1 189; MI1 301 534
Employee's declaration of intention to accept or reject Social Security:


RETENTION: 10 years after employee dies or reaches age 75, whichever is shorter

 CO2 383; MU1 356; ED1 190; MI1 302 535
Quarterly or other periodic report of wages paid

prepared for Social Security, and report of any adjustments or corrections:
RETENTION: 6 years after year in which wages were reported

 CO2 384; MU1 357; ED1 191; MI1 303 536
Copy of federal determination of error in wage reports

(Form OAR-S30 or equivalent record):
RETENTION: 6 years after determination received

 CO2 385; MU1 358; ED1 192; MI1 304 537
Payroll report

submitted to New York State Employee's Retirement System, Policemen's and Firemen's Retirement System, State Teachers Retirement System, or any other official pension system:
RETENTION: 6 years
NOTES: Local governments may wish to retain these records longer (i.e., 55 years) for social security or retirement documentation purposes.

 2020 (♦)
 CO2 386; MU1 359; ED1 193; MI1 305 538
Employer's copy of federal tax returns,

including annual and quarterly returns, continuation sheets, notices of tax return due, or equivalent forms:
RETENTION: 4 years after tax paid

 2020 (♦)
 CO2 387; MU1 360; ED1 194; MI1 306 539
Employer's copy of U.S. Internal Revenue Service tax forms,

including but not limited to U.S. Information Returns, Withholding Tax Statement (Form W-2), Transmittal of Wages and Tax Statements (Form W-3), Request for Taxpayer Identification Number (TIN) and Certification (Form W-9), or equivalent forms:
RETENTION: 5 years

 2020 (♦)
 CO2 388; MU1 361; ED1 195; MI1 307 540
Employee's Withholding Exemption Certificate (Form W-4),

or equivalent form:
RETENTION: 4 years after a superseding certificate is filed or employment is terminated

 2020 (♦)
 CO2 389; MU1 362; ED1 196; MI1 308 541
Employer's copy of New York State income tax records

relating to employees:
RETENTION: 4 years after tax was paid

 2020 (♦)
 CO2 390; MU1 363; ED1 197; MI1 309 542
Direct deposit records,

covering direct deposit of employee's salary, including but not limited to application to begin or terminate direct deposit, and transaction log or similar reports:
NOT COVERED: Routine payroll logs or reports showing pay to employees, including direct deposit payments, are covered by item no. 524.
RETENTION: 5 years after authorization expires

 CO2 850; MU1 724; ED1 342; MI1 722 544
Accounting and financial reporting for post-employment benefits other than pensions (OPEB)


2020 (♦)
 543

a: Final reports:
RETENTION: 6 years
NOTES: Local governments may wish to retain these records longer for retirement documentation purposes.

b: All other records, including drafts and working papers:
RETENTION: 6 years
Purchasing
Title Major Revision Previous Schedules Schedule Item
Purchase order, purchase requisition,

or similar record, used to obtain materials, supplies, or services:
RETENTION: 6 years

CO2 598; MU1 559; ED1 257; MI1 496 546
Purchasing file,

including but not limited to bid (successful, unsuccessful), contract, specifications, requests for proposals, vouchers, bills, and related records, for purchase of materials, equipment, supplies and services not connected with capital construction:
RETENTION: 6 years after completion of purchase or 6 years after final payment under contract, whichever is later
NOTES: For capital construction, see item no. 806 in the Public Property and Equipment section and item no. 1070 in the Transportation and Engineering section.

 2020 (♦)
 CO2 599; MU1 561; ED1 259; MI1 498 547
Vendor file,

including but not limited to list of vendors doing business with the local government, vendor evaluation forms, price lists or other information received from vendors:
RETENTION: 0 after obsolete

 CO2 600; MU1 562; ED1 260; MI1 499 548
Performance guarantee

or written warranty for products or similar record:
RETENTION: 6 years after expiration

 CO2 601; MU1 563; ED1 261; MI1 500 549
Invoice,

packing slip, shipping ticket, copy of bill of lading or similar record used to verify delivery and/or receipt of materials or supplies:
RETENTION: 6 years

 CO2 602; MU1 564; ED1 262; MI1 501 550
Invoice register,

or similar record used to list invoices:
RETENTION: 6 years after last entry

 CO2 603; MU1 565; ED1 263; MI1 502 551
Standing order file,

used for purchase of materials and supplies which are received on a regular basis:
RETENTION: 6 years

 CO2 606; MU1 568; ED1 266; MI1 505 552
Chargeback records,

showing specific fund to be charged for in-house expenditure:
RETENTION: 6 years

 CO2 852; MU1 726; ED1 456; MI1 724 553
Canceled bids file,

including purchase requisitions, vendor solicitations, requests for proposals (RFPs), requests for quotes (RFQs), requests for information (RFIs), requests for comments (RFCs), price quotations and related records concerning bids for goods or services which were canceled without a purchase being completed:
RETENTION: 1 year after subsequent procurement of the same goods or services completed under a re-initiated procurement, or 1 year after decision not to purchase such goods or services

 CO2 1054; ED1 502; MI1 905 554
Reports
Title Major Revision Previous Schedules Schedule Item
Daily, weekly, monthly, quarterly, or other periodic fiscal reports,

including but not limited to daily funds report, daily cash report, statement of monthly balances, recapitulation of disbursements, and departmental reports:
RETENTION: 6 years

 CO2 316; MU1 283; ED1 130; MI1 238 555
Annual or final fiscal reports


CO2 317; MU1 284; ED1 131; MI1 239 556

a: When report is not included in minutes:
RETENTION: PERMANENT

b: When report is included in minutes:
RETENTION: 0 after officially recorded
Fiscal reports from state agencies:


RETENTION: 6 years

 CO2 318; MU1 285; ED1 132; MI1 240 557
Fiscal report

on management of court funds and of securities or depositories in which court funds are invested or deposited:
RETENTION: 6 years
NOTES: Municipalities must submit to the Office of the State Comptroller reports on moneys paid to a court of record pursuant to Section 70.12, 2NYCCR.

 CO2 319; MU1 286; MI1 241 558
Certificate, demand or direction to fiscal officer to pay monies:


RETENTION: 6 years

 CO2 320; MU1 287; ED1 133; MI1 242 559
Verification of travel expenses,

including but not limited to certificate of accuracy and receipts:
RETENTION: 6 years

 CO2 321; MU1 288; ED1 134; MI1 243 560
Cash bail records,

covering cash bail deposited with county fiscal officer or sheriff

 CO2 853 561

a: Cash bail records, including copy of court order fixing bail, form recording information on principal involved and person posting bail, voucher, receipt and court order directing refunding or forfeiting bail or transferring bail to superior court:
RETENTION: 6 years

b: Log or listing of cash bail monies received, held and/or paid out by county fiscal officer or sheriff:
RETENTION: 6 years after date of most recent entry

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