Kansas Records Retention Schedules

Results of Query:

Agency Code: 565 (Department of Revenue)

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Agency Number: 565-001
Department of Revenue
Division of Alcoholic Beverage Control

SERIES ID	0197-565
TITLE	Bingo Licensing Files
DESCRIPTION	Documents relating to licenses issued to Bingo parlors to ensure compliance with state and federal regulations.
RETENTION	003 fisc yrs
COMMENTS	Retain 1 fiscal year in office, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 75-5133
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0001-565
TITLE	History Files
DESCRIPTION	Policies and procedures, opinions, audits, and other documents relating to the old Alcohol Beverage Control agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-10-12
K.A.R. NUMBER	53-2-106

SERIES ID	0002-565
TITLE	Label Approval Files
DESCRIPTION	Labels and supporting documentation submitted by manufacturers to ensure compliance with laws regulating the quality of ingredients in alcoholic beverages.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-10-12
K.A.R. NUMBER	53-2-152

SERIES ID	0003-565
TITLE	Licensing Files
DESCRIPTION	Records relating to licenses issued to retail liquor and drinking establishments to ensure compliance with state and federal regulations. Records may contain information about administrative hearing actions and litigation related to investigations of licensees as well as records reviewed during the application process for issuance and/or denial of the liquor license.
RETENTION	See Comments
COMMENTS	Retain licensing records 3 years after entity is no longer licensed or the application was denied, then destroy and/or delete. Retain information about administrative hearing actions for 5 years after case is closed, then destroy and/or delete. Retain information about litigation activities for 10 years after case is closed, then destroy and/or delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), KSA 75-5133
APPROVED	2021-10-21
K.A.R. NUMBER	53-2-211

SERIES ID	0004-565
TITLE	Retailer Cab Cards
DESCRIPTION	Index cards compiled on each retail liquor store listing the number of vehicles.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

Agency Number: 565-001
Department of Revenue
Division of Alcoholic Beverage Control
Official Reporter, Office of the

SERIES ID	0005-565
TITLE	Stenographer Notes
DESCRIPTION	Notes of hearings held before the Director of Taxation and before the Director of Alcoholic Beverage Control.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions KSA 45-221(a)(11)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-001
Department of Revenue
Division of Alcoholic Beverage Control
Personnel Services Bureau

SERIES ID	0006-565
TITLE	Tax Clearances
DESCRIPTION	Forms authorizing the Department of Revenue to check previously filed income tax returns of prospective employees as a condition of employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-04-09
K.A.R. NUMBER	53-2-092

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Abstract Division

SERIES ID	0007-565
TITLE	Abstract of Financial Institutions
DESCRIPTION	Abstracts of assessment of financial institutions in lieu of ad valorem tax.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0013-565
TITLE	July Abstracts
DESCRIPTION	Computer tape and paper documents relating to individual county assessed values for all classes of real and personal property.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0014-565
TITLE	Motor Vehicle Tax Abstracts
DESCRIPTION	Abstracts listing the totals for taxing districts which collect taxes for motor vehicles for each county.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0015-565
TITLE	November Abstracts
DESCRIPTION	Computer tape and paper documents relating to the distribution of taxes as of November 1 by county and is an update of appeals to determine the tax dollars to be distributed to taxing districts.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0018-565
TITLE	Real Estate Mortgage Registration Fees
DESCRIPTION	Abstracts used to record real estate mortgages within each county and records the total values each county receives from mortgages.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0021-565
TITLE	Taxing Unit Maps
DESCRIPTION	Documents used to determine the tax districts for statistical verification purposes as well as maintaining district or unit codes.
RETENTION	See Comments
COMMENTS	Retain until updated, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0020-565
TITLE	Tax Mill Levy Sheets
DESCRIPTION	Documents relating to mill levies for taxing districts and various funds to enable cross checking of data submitted on other abstracts to be utilized in making forecasts by Legislative Research.
RETENTION	010 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Compliance Bureau

SERIES ID	0010-565
TITLE	Audit Team Reports
DESCRIPTION	Documents relating to findings of county team audits which include: audit team report, consolidation of findings, audit directive to the county, etc.
RETENTION	See Comments
COMMENTS	Retain 7 years after completion of audit, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
County Appraisers Bureau

SERIES ID	0009-565
TITLE	Assessment/Sales Ratio Cards
DESCRIPTION	Documents used to record information necessary for the preparation of the Kansas Assessment/Sales Ratio Study which contain county name, grantor name and address, grantee name and address, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 58-2223(b)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0011-565
TITLE	County Files - Field Operations
DESCRIPTION	Documents relating to every county's appraisal program which includes county status reports, appraisal and mapping reports, contract and plans for reappraisal and maintenance.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Dealer Licensing Bureau

SERIES ID	0033-565
TITLE	Field Inspection Reports
DESCRIPTION	Documents related to complaints against dealerships and follow up inspections.
RETENTION	See Comments
COMMENTS	Retain 5 years after complaint is resolved, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(10)
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Director's Office

SERIES ID	0012-565
TITLE	Director's Orders
DESCRIPTION	Written orders involving property taxation generally directed to a specific county by the director of the property valuation division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Education Section

SERIES ID	0008-565
TITLE	Appraiser's Educational History File
DESCRIPTION	Complete record compiled of every appraiser's educational history which includes education record form, address, demographics, eligibility information, registration scores, etc.
RETENTION	See Comments
COMMENTS	Retain until removed from elegibility list, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(9)
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0016-565
TITLE	Property Taxation - Eligibility List
DESCRIPTION	Documents used to provide county commissioners a list of names of appraisers who have passed the eligibility exam.
RETENTION	Permanent
COMMENTS	Permanent retention requested by agency.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
State Appraised Property Bureau

SERIES ID	0017-565
TITLE	Public Utility Property Tax Appraisal Record
DESCRIPTION	Documents used to maintain bureau records of utility appraisal and assessed value distribution which include property rendition filed by taxpayer, correspondence, appraisal report, etc.
RETENTION	010 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0019-565
TITLE	Regulatory Reports for Utility Property Appraisal
DESCRIPTION	Public and private accounting reports of regulated industries used in developing and verifying appraisal data which include: annual income and balance sheets, etc.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

Agency Number: 565-005
Department of Revenue
Division of Vehicles

SERIES ID	0198-565
TITLE	Commercial Drivers' License skills test scores
DESCRIPTION	Score sheets for individuals' commercial drivers' licenses (CDL) exams. Includes information regarding applicant's name, driver's license number, vehicle information, tag number, and examiner's name.
RETENTION	003 yrs from date of exam
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(9)
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0051-565
TITLE	Traffic Violations (Non-Serious)
DESCRIPTION	Documents used to verify and record court convictions for moving traffic violations submitted to the Department of Revenue by law enforcement agencies.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-10-12
K.A.R. NUMBER	53-2-152

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Dealer Licensing Bureau

SERIES ID	0022-565
TITLE	30-Day Vehicle Registration Permit
DESCRIPTION	Copies of documents issued in lieu of motor vehicle registration tags to individuals by either the county treasurer or the vehicle dealers.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0025-565
TITLE	Auction Sales Reports
DESCRIPTION	Reports received by the Department of Revenue and used to report all sales of motor vehicles through auctions.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0027-565
TITLE	Daily Ledger Forms
DESCRIPTION	Documents related to collection of payments due the agency from various sources including: license fees, permits, salesman license fees, civil penalties, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0042-565
TITLE	New and Used Dealer Monthly Sales Reports
DESCRIPTION	Reports on all new and used vehicle sales submitted to the Department of Revenue by dealers.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0052-565
TITLE	Used/Salvage Monthly Reports
DESCRIPTION	Reports of sold or salvaged out vehicles submitted to the Department of Revenue by dealers.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0053-565
TITLE	Vehicle Dealer Bond
DESCRIPTION	Surety bonds required to be filed with the Department of Revenue by all vehicle dealers before the license is issued in order to ensure payment of taxes.
RETENTION	See Comments
COMMENTS	Retain for 2 years after cancellation, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Driver Control Bureau

SERIES ID	0172-565
TITLE	Dismissed Notices of Driver Suspension
DESCRIPTION	Officer's certification and notice of driver suspension documents which have been reviewed and administratively dismissed by the department.
RETENTION	See Comments
COMMENTS	Retain paper copy 1 calendar year, electronic copy until first annual cycle purge, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 USC 552(a)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0048-565
TITLE	Suspension of Driving Privileges for Routine Offenses
DESCRIPTION	Documents relating to the suspension of driving privileges by the Department of Revenue and some courts.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0049-565
TITLE	Suspension of Driving Privileges for Serious Offenses
DESCRIPTION	Documents relating to the suspension of driving privileges primarily by the DOR for serious traffic habitual offenders which include: orders of suspension and associated documents and correspondence.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0050-565
TITLE	Traffic Accident Reports
DESCRIPTION	Reports of traffic accidents submitted to the Department of Revenue by law enforcement agencies which contain description of accident, names of those involved, vehicle identification, etc.
RETENTION	See Comments
COMMENTS	Destroy hard copy after microfilming. Retain microfilm 4 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Driver License Examination Bureau

SERIES ID	0029-565
TITLE	Driver License Permits
DESCRIPTION	Driving permits produced by the driver license examining stations and issued for six months to persons learning to operate specific vehicles.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions KSA 74-2012
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0031-565
TITLE	Drivers' License Examiner's Daily Worksheet
DESCRIPTION	Documents recording the names of people applying for a driver's license prepared by the driver license examining stations.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0030-565
TITLE	Drivers' License Files
DESCRIPTION	Copies of application forms relating to drivers' licenses issued or reissued for the driver license examining stations. Includes medical and vision forms, correspondence, and clearance-related documents that clear drivers to begin/continue driving or take action on driving privileges.
RETENTION	2 calendar years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(6)(9), 5 USC Sec. 522a
APPROVED	2021-10-21
K.A.R. NUMBER	53-2-211

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Motor Carrier Services Bureau

SERIES ID	0187-565
TITLE	Apportioned Registration Refunds
DESCRIPTION	Notarized form completed by carrier to request refund or unused registration fees when vehicle meets statutory requirement to allow refund (Form # MCS-105).
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 4 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0026-565
TITLE	Audit Work Papers
DESCRIPTION	Documents relating to Kansas based carriers showing miles operated in the states for which the carrier operates, compared to mileages shown on the application for apportioned registration.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-5133
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0189-565
TITLE	Central Permits Daily Reports & Financial Revenue Adjustments (FRJ) Reports
DESCRIPTION	Daily deposit records to maintain Escrow Accounts FRJ reports related to the daily work for itemized accounting of funds to be transferred to the appropriate state agency.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0188-565
TITLE	Central Permits - Escrow Refunds
DESCRIPTION	Refunding Escrow Account deposits when account is closed. Uses 819 series vouchers.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0190-565
TITLE	Financial Revenue Adjustments (FRJ) transfer records
DESCRIPTION	Accounting records to transfer funds collected in the central permit electronic accounting database for permits for over size, over weight, KCC authority and KS Registration purchases and monthly transfer of fees owed to INK for internet subscription fees.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0035-565
TITLE	International Registration Plan Mileage Records
DESCRIPTION	Applications (MCS-1) for apportioned registration for Kansas based carriers who are no longer in business, with supplements (MCS-66) and other supporting documents.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0036-565
TITLE	International Registration Plan Referral Audits
DESCRIPTION	Audit summary of foreign based carriers who are apportioned with Kansas with audit summary forms from other International Registration Foreign jurisdictions.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0037-565
TITLE	International Registration Plan Transmittals and Recaps - Other States
DESCRIPTION	Documents used to show the Kansas based carriers, names, account numbers, number of vehicles, weights, percentages and fees due Kansas. Some information is sent to other states who are members.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0191-565
TITLE	Iternational Registration Plan (IRP) Clearing House Distribution
DESCRIPTION	Monthly accounting records of fees distributed via vouchers and clearing house to other jurisdictions for registration fees and audit adjustments collected by Kansas. Invoices monthly accounting records of Iternational Registration Plan (IRP) refunds, non-sufficient funds (NSF) checks, daily deposits to Iternational Registration Plan (IRP), etc.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0192-565
TITLE	Iternational Registration Plan (IRP) Validated Invoices
DESCRIPTION	Payments recorded by fiscal process into the Kansas Apportioned International Registration (KAIR) System for accounting purposes on the carriers Iternational Registration Plan (IRP). Accounts includes reports to verify the data obtained via Kansas Department of Revenue (KDOR) budget system.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0039-565
TITLE	Motor Carrier Property Tax Bill Supporting Documentation
DESCRIPTION	Records regarding specific Kansas Motor Carrier Property Tax bills. Documents include MC Tax computation worksheets (handwritten), PV-MC-35 (internal memorandum form), PV-MC-26 (notice), tax warrant.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0045-565
TITLE	Property Tax Bill
DESCRIPTION	Records regarding specific Kansas Motor Carrier Property Tax bills. Information contains the name, address, KCC Identification Number of the Motor Carrier, number of units of tractors, trailers, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0193-565
TITLE	Western Union Payments
DESCRIPTION	Voided checks regarding electronic checks created in error, payments from carriers sent via western union for Iternational Registration Plan (IRP) accounts recievable.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Title and Registration

SERIES ID	0194-565
TITLE	Heavy Use Forms
DESCRIPTION	Copy of customer's receipt showing Federal Heavy Use Tax Paid. Federal Form 2290.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years. This is a convenience copy. The record copy is kept by the federal government.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-2012 and 18 USC subsection 2721 et. seq. (Federal Driver's Privacy Protec
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0195-565
TITLE	Secured Power of Attorney
DESCRIPTION	Secured Power of Attorney forms used by vehicle dealers.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Titles and Registration

SERIES ID	0024-565
TITLE	Antique Tag Applications - Personalized Combinations
DESCRIPTION	Applications (TR-200) and supporting documentation relating to personalized combination registration plates for antique vehicles 35 years old or older.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Titles and Registration, Bureau of

SERIES ID	0054-565
TITLE	Vehicle Title, Registration, and Property Tax Certification Documents
DESCRIPTION	Copies of documents used by counties to apply for title, register, or refund taxes for vehicles - forwarded to department for quality control check. Includes TR 150, 200, and 210.
RETENTION	See Comments
COMMENTS	Retain until quality control checks completed, then destroy. Note: copies of these documents are retained by counties under local records schedule - also, information entered into agency computer.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Titles and Registrations

SERIES ID	0023-565
TITLE	Amateur Radio Operator Tag Applications
DESCRIPTION	Applications for special motor vehicle registration tags submitted by amateur radio operators.
RETENTION	See Comments
COMMENTS	Retain until after expiration/cancellation, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0028-565
TITLE	Drive Away Plate Applications
DESCRIPTION	Applications for drive away motor vehicle registration plates used by garages, transporters of non-owned vehicles, etc.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0032-565
TITLE	Ex-Prisoner of War Tag Applications
DESCRIPTION	Applications and supporting documentation submitted by ex-prisoners of war for special motor vehicle registration tags.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0034-565
TITLE	Handicapped Plate/Placard Applications and Disabled Veteran Plate Applications
DESCRIPTION	Applications by disabled military veterans and other handicapped person to obtain wheelchair symbol placards or distinctive motor vehicle registration plates.
RETENTION	See Comments
COMMENTS	Retain until close of 3 year issuance cycle, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0038-565
TITLE	Junked/Cancelled Titles
DESCRIPTION	Kansas motor vehicle titles which have been cancelled by other states or "junked" by the owners and cannot be retitled.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0040-565
TITLE	Motor Vehicle Title Applications - Incomplete
DESCRIPTION	Applications for motor vehicle titles received by the Department of Revenue which are lacking the proper documentation or signature as required by law.
RETENTION	See Comments
COMMENTS	Retain until completed, then microfilm and destroy hard copy. Retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0041-565
TITLE	National Guard Plate Applications
DESCRIPTION	Applications by National Guard members for distinctive motor vehicle registration plates.
RETENTION	See Comments
COMMENTS	Retain until after reissuance of a new cycle, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0043-565
TITLE	Notice of Security Interest Forms
DESCRIPTION	Notice of security interest forms (TR-730) filed by lending institutions to ensure lien reflected on motor vehicle registration titles.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0044-565
TITLE	Personalized License Plate Applications
DESCRIPTION	Applications (TR-200) made for personalized motor vehicle registration plates with supporting documentation.
RETENTION	See Comments
COMMENTS	Retain until close of 5 year registration cycle, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0046-565
TITLE	Special Interest Plate Applications
DESCRIPTION	Applications (TR-200) and supporting documentation for special interest motor vehicle registration plates for vehicles 20 years or older and are for collectors with collectors' numbers on them.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0047-565
TITLE	Stop Title Orders
DESCRIPTION	Documents indicating reasons for computer file "stop" on title issuance for specific vehicle with title applications, correspondence, and other supporting documents.
RETENTION	See Comments
COMMENTS	Retain until stop is released, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions KSA 45-221(a)(10)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

Agency Number: 565-006
Department of Revenue
Office of the Secretary

SERIES ID	0173-565
TITLE	Tax Correspondence - Routine
DESCRIPTION	Correspondence, other than Private Letter Rulings or Opinion Letters, in which established tax issues are explained. May include documents such as the taxpayers request, supporting documentation, and the departments response.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 75-5133 and 79-3234
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Administrative Services

SERIES ID	0087-565
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0105-565
TITLE	Purchase Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0111-565
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Budget/Purchasing Section

SERIES ID	0112-565
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Communications, Office of

SERIES ID	0108-565
TITLE	Technical Reference Files
DESCRIPTION	Miscellaneous materials compiled and used in the drafting and issuing of reports to the media.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Division of Collections

SERIES ID	0113-565
TITLE	Working Papers for Audit Reports
DESCRIPTION	Documentation and work papers created by agency field representatives and auditors to establish the information necessary for the completion of audit reports.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Field Services Bureau

SERIES ID	0084-565
TITLE	Field Representatives Collections Records
DESCRIPTION	Field Service Bureau records including Form FS/f-09, transmittal of collections from examiner in field, and Form FS/f-02, collector's receipts.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Information Systems, Bureau of

SERIES ID	0086-565
TITLE	Insurance Checks Reports
DESCRIPTION	Computer reports used to monitor the generation of computerized driving records for sale to insurance companies and other requestors.
RETENTION	003 months
COMMENTS	Do not implement this schedule if payment has not been received for sales.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Legal Services Bureau

SERIES ID	0065-565
TITLE	Case Files - Motor Carrier Taxes
DESCRIPTION	Forms detailing taxes due, form letters to sheriffs, and other documents relating to department efforts to collect delinquent motor carrier taxes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(11)(25)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Personnel Services Bureau

SERIES ID	0079-565
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0081-565
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later.)
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0082-565
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0100-565
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0103-565
TITLE	Personnel Management Records
DESCRIPTION	Variety of records associated with the administration of the personnel program: KIPPS reports, classification actions, purchase requests, position descriptions, time sheets, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable - otherwise retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Policy and Research

SERIES ID	0178-565
TITLE	Annual Report Drafts
DESCRIPTION	Working files compiled and used to produce the agency annual report.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 74-2012, 75-5133, 79-3234, 45-221(a)(20) and 18 USC sub section
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0179-565
TITLE	Correspondence - Policy Related
DESCRIPTION	Private Letter Rulings and Opinion Letters in which the departments position concerning whether or not a particular entity or situation is taxable is set out. May include documents such as the taxpayers request, supporting documentation, research documents, and the departments response.
RETENTION	See Comments
COMMENTS	Retain until case closed plus 10 calendar years, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 75-5133 and 79-3234
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0180-565
TITLE	Exemption Certificates
DESCRIPTION	Documents related to the issuance of exemption numbers to qualified entities. Includes the request, supporting documentation, the certificate or denial letter, and any other related documentation.
RETENTION	See Comments
COMMENTS	Retain 4 calendar years after expiration date on exemption certificate.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 75-5133
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0181-565
TITLE	Exemption Certificates - Projects
DESCRIPTION	Requests for exemption on particular projects for qualified entities. Includes the request, supporting documentation, the certificate or denial letter, and completion certificate or information.
RETENTION	See Comments
COMMENTS	Retain 4 calendar years after completion of project, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 75-5133
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0182-565
TITLE	Policy Council Agendas and Minutes
DESCRIPTION	Copies of agendas and minutes from Policy Council meetings along with any supporting documentation that is used during meeting discussions. The Policy Council is comprised of division directors that formulate policy.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 74-2012, 75-5133, 79-3234, and 18 USC sub section 2721 et seq.
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

SERIES ID	0183-565
TITLE	Special Projects Files
DESCRIPTION	Wide variety of materials gathered for use in bureau research projects: correspondence, reports, data files, tax simulations, computer systems design and development, etc.
RETENTION	002 cldr yrs
COMMENTS	Retain for 2 calendar years after end of project, then transfer to the Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 74-2012, 75-5133, 79-3234, and 18 USC sub section 2721 et seq.
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Quality Control Bureau

SERIES ID	0055-565
TITLE	Assessments, Abatements, and Refunds for Income Tax
DESCRIPTION	Document files of assessment vouchers, abatement vouchers, and refund orders for Income Tax.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0056-565
TITLE	Assessments, Abatements, and Refunds for Sales Tax
DESCRIPTION	Document files of assessment vouchers, abatement vouchers, and refund orders for Sales Tax.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Records Services Bureau

SERIES ID	0078-565
TITLE	Deposit to the State Treasurer
DESCRIPTION	Documents created in preparation for the fiscal deposit of receipts to the Office of the State Treasurer including Daily Deposit Sheet (OM-218), Deposit with Treasurer Sheet (M-225), etc.
RETENTION	See Comments
COMMENTS	Retain 3 fiscal years or until audit is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0099-565
TITLE	Motor Fuel Refund Documents
DESCRIPTION	Motor Fuel tax refund permit applications (MFT/rf 51-3), ledger cards, invoices, claims (MFT/fr-81) and related documents.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Secretary, Office of the

SERIES ID	0107-565
TITLE	Subject Files - Special Assistant to the Secretary
DESCRIPTION	Records related to special and ongoing assignments from the Secretary of Revenue regarding any or all aspects of departmental policy and administration: correspondence, reports, notes, proposals, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 565-007
Department of Revenue
Division of Taxation
Homestead Tax Unit

SERIES ID	0169-565
TITLE	Withholding Tax Records
DESCRIPTION	Documents relating to and including INC/40H Homestead Property Tax Credit Returns.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-007
Department of Revenue
Division of Taxation
Income and Inheritance Tax Bureau

SERIES ID	0130-565
TITLE	Income Tax Records
DESCRIPTION	Records of various income tax forms including K-99 Information Return, K-2 Employer's Annual Tax Return, K-96 Annual Information Return, K-16 Declaration of Estimated Income Tax, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-007
Department of Revenue
Division of Taxation
Intangibles Tax Unit

SERIES ID	0131-565
TITLE	Income Tax Records
DESCRIPTION	Documents relating to and including INC-200 Intangibles tax returns, supporting schedules and related correspondence.
RETENTION	005 fisc yrs
COMMENTS	INC-200 Intangibles Tax returns showing no tax due may be destroyed regularly following the examination of the record.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-007
Department of Revenue
Division of Taxation
Withholding Tax Unit

SERIES ID	0170-565
TITLE	Withholding Tax Records
DESCRIPTION	Documents relating to and including K-5 Employers Quarterly Tax Returns.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

Agency Number: 565-007
Department of Revenue
Division of Taxation
Audit Services Bureau

SERIES ID	0163-565
TITLE	Tax Audit - Closed
DESCRIPTION	Documents relating to field audits, primarily businesses, on different taxes and used as support in event of appeal.
RETENTION	See Comments
COMMENTS	Retain 5 years after account closed date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 75-5133
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

Agency Number: 565-007
Department of Revenue
Division of Taxation
Business Tax Bureau

SERIES ID	0114-565
TITLE	Alcohol Incentive Fund Reports
DESCRIPTION	Documents used to make payments as incentive to producers of alcohol used in blended fuel.
RETENTION	005 tax yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 79-3420 & 75-5133
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0115-565
TITLE	Applications for Registration
DESCRIPTION	Documents for a consolidated application to register for the various business taxes.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 79-3614
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0116-565
TITLE	Applications for Sales Tax Registration
DESCRIPTION	Applications for a Kansas sales tax number required by the Department of Revenue.
RETENTION	See Comments
COMMENTS	Destroy hard copy after microfilming. Retain microfilm 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 79-3614
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

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