Kansas Records Retention Schedules

Results of Query:

Agency Code: 670 (Office of the State Treasurer)

Page 1 of 1 showing 50 records of 50 total, starting on record 1

Agency Number: 670-001
Office of the State Treasurer
Administration

SERIES ID	0056-670
TITLE	Daily Repurchase Worksheets
DESCRIPTION	Worksheets used to compute repurchase collateral value of funds securities deposited in banks by the Treasurer: dates, description of securities, par amount, market value, and secured amount.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0001-670
TITLE	Employee Dismissals with Cause
DESCRIPTION	Records documenting the termination of individual employees based upon supporting evidence which is used to justify that dismissal.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0059-670
TITLE	Federal Reserve Safekeeping Account Reports
DESCRIPTION	Computer reports received from Federal Reserve Board regarding State Treasury safekeeping accounts maintained by the Boards: Statement of Fees, Daily On-Line Reports, and Statements of Activity.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0057-670
TITLE	Insurance Department Deposit/Withdrawal Records
DESCRIPTION	Records of deposits and withdrawals of securities pledged by banks to cover state funds on deposit with them.
RETENTION	See Comments
COMMENTS	Retain until securities withdrawn plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0002-670
TITLE	Legal Case Files
DESCRIPTION	Documents relating to litigation involving the State Treasurer.
RETENTION	See Comments
COMMENTS	Retain in office until case is closed, transfer to storage facility for 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)(11)
APPROVED	2002-07-18 ; Revised 2019-06-10
K.A.R. NUMBER	53-2-131

SERIES ID	0055-670
TITLE	Security Deposit/Withdrawal Records
DESCRIPTION	Records of deposits and withdrawals of securities pledged by banks to cover state funds on deposit with them.
RETENTION	See Comments
COMMENTS	Retain until securities mature plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0058-670
TITLE	State Agency Safekeeping Accounts Deposit/Withdrawal Records
DESCRIPTION	Records of deposits and withdrawals of securities held by the Treasurer for state agencies (including the Pooled Money Investment Board).
RETENTION	See Comments
COMMENTS	Retain until withdrawal of securities plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 670-002
Office of the State Treasurer
Municipal Bond Services

SERIES ID	0003-670
TITLE	Audit Confirmation Information - Municipalities
DESCRIPTION	Copies of form submitted by municipalities which is verified by the State Treasurer before final submission to the auditor.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0004-670
TITLE	Bond Payment Security Agreement
DESCRIPTION	Records relating to bonds which have matured and the security is then returned to the bond issuer.
RETENTION	See Comments
COMMENTS	Retain until bond is fully paid, then return to the bond issuer.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0005-670
TITLE	Bond Registers
DESCRIPTION	Registers maintained by the State Treasurer as required by KSA 10-110 listing the bonds registered.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0006-670
TITLE	Bond Stop Payment Files
DESCRIPTION	Affidavit, non-receipt, and surety bonds instructing the State Treasurer to stop payment upon bond securities.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0007-670
TITLE	Bond Transaction Folders
DESCRIPTION	Working papers generated throughout the course of business.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0008-670
TITLE	Bond Transcripts
DESCRIPTION	Bonds and coupons submitted by bond counsels to the State Treasurer regarding the issuance of long term bonds.
RETENTION	See comments
COMMENTS	Retain 5 years after maturity date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0009-670
TITLE	Bond Transfers Records
DESCRIPTION	Documents relating to a change in ownership by the bond investor.
RETENTION	See Comments
COMMENTS	Microfilm and retain hard copy for 7 years, then destroy. Retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0010-670
TITLE	Copies of Rejected Bonds
DESCRIPTION	Copies of bonds returned to the bond issuer for insufficient documentation.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0012-670
TITLE	Monthly Accounting Transaction Records
DESCRIPTION	Copies of letters and payments listing the monthly accounting of bond transactions by a municipality and submitted to the State Treasurer to ensure payment.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 45-221(a)(30)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-131

SERIES ID	0013-670
TITLE	Temporary Note Transcripts
DESCRIPTION	Temporary notes submitted by bond councelors to the State Treasurer regarding bonds issued for a short time.
RETENTION	See Comments
COMMENTS	Retain 4 years past the maturity date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18 ; Revised 2013-07-11
K.A.R. NUMBER	53-2-131

Agency Number: 670-003
Office of the State Treasurer
Cash Management
Aid to Local Government

SERIES ID	0015-670
TITLE	Ad Valorem Tax Distribution Files
DESCRIPTION	Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the ad valorem tax which the State Treasurer reimburses local government.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0016-670
TITLE	Audit Confirmation Sheets
DESCRIPTION	Form listing the amount of tax monies which the State Treasurer reimbursed to local government for their portion of various taxes collected by the Department of Revenue.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0022-670
TITLE	Local Alcohol Tax Distribution Files
DESCRIPTION	Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the local alcohol tax which the State Treasurer reimburses to local government
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0023-670
TITLE	Local Sales Tax Distribution Files
DESCRIPTION	Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the local sales tax which the State Treasurer reimburses to local government.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0024-670
TITLE	Motor Vehicle Rental Excise Tax Distribution Files
DESCRIPTION	Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the motor vehicle rental tax which the State Treasurer reimburses to local govern
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0027-670
TITLE	Racing Admissions Tax Aid
DESCRIPTION	Documents received from the Department of Revenue itemizing calculations and expenditures of monies generated from the Racing Admissions Tax which the State Treasurer reimburses to local government.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0030-670
TITLE	Revenue Sharing Distribution Files
DESCRIPTION	Documents received from the Dept. of Revenue itemizing the calculations and expenditures of monies generated from the share of state sales tax which the State Treasurer reimburses to local government.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0032-670
TITLE	Special City and Highway Tax Distribution Files
DESCRIPTION	Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the gasoline tax which the State Treasurer reimburses to local government.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0034-670
TITLE	Taylor Grazing Aid
DESCRIPTION	Documents received from the Federal Department of Revenue itemizing calculations and expenditures of monies generated from Taylor Grazing Aid which the State Treasurer reimburses to local government.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

Agency Number: 670-003
Office of the State Treasurer
Cash Management
Item Processing

SERIES ID	0017-670
TITLE	Cashiers Monthly Reports
DESCRIPTION	Accounting reports generated monthly and maintained to monitor receipts and money transfers.
RETENTION	003 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0018-670
TITLE	Country Treasurers' Reports
DESCRIPTION	Reports generated by the county treasurers itemizing the monies received for deposit by the State Treasurer into the various state funds.
RETENTION	010 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to storage facility for 8 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18 ; Revised 2019-06-10
K.A.R. NUMBER	53-2-131

SERIES ID	0019-670
TITLE	Court Fees Records
DESCRIPTION	Reports generated by the courts itemizing monies received for deposit by the State Treasurer into the various state funds.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0020-670
TITLE	Daily Repurchase Worksheets
DESCRIPTION	Worksheets used to compute repurchase collateral value and maintained to ensure that the collateral equals or exceeds the money invested.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0021-670
TITLE	Federal Reserve Safekeeping Account Reports
DESCRIPTION	Computer printouts generated by the Federal Reserve regarding treasury safekeeping accounts managed by the Federal Reserve and maintained for convenience of reference.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0025-670
TITLE	Outlawed Warrants Records
DESCRIPTION	Final report listing the outstanding state warrants that have not been redeemed after the 13 month cycle which voids payment on that warrant.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0026-670
TITLE	Potential Outlawed Warrants
DESCRIPTION	Documents relating to the preliminary accounting procedures to determine the final outlawed warrants report indicating which state warrants have not been redeemed during the 13 month cycle.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0029-670
TITLE	Receipt Vouchers and Supporting Ledgers - Local Entities
DESCRIPTION	Documents submitted by a local entities itemizing receipts and maintained for accountability.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0028-670
TITLE	Receipt Vouchers - State Agencies
DESCRIPTION	Reports of receipt vouchers itemizing the amount of state agency deposits into the designated funds.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0031-670
TITLE	Security Deposit and Withdrawal Records
DESCRIPTION	Records maintained on securities pledged by business associations to cover state funds on deposit and withdrawals.
RETENTION	See Comments
COMMENTS	Retain until security is matured plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0033-670
TITLE	State Agency Safekeeping Accounts Deposits/Withdrawals
DESCRIPTION	Records itemizing the deposits and withdrawals of state agency securities held by the State Treasurer.
RETENTION	See Comments
COMMENTS	Retain 3 years after money is withdrawn and paid, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0035-670
TITLE	Warrant Forgeries Affidavit
DESCRIPTION	Affidavit submitted to banking and/or financial organizations requesting reimbursement to the State Treasurer for forged state warrants cashed by those institutions.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0037-670
TITLE	Warrants Cancellation Reports
DESCRIPTION	Report listing the state warrants that were voided by the State Treasurer and replaced with new state warrants.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0036-670
TITLE	Warrant Stop Payment Files
DESCRIPTION	Form instructing the State Treasurer to stop payment on a state warrant.
RETENTION	See Comments
COMMENTS	Retain 5 years if outstanding, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

Agency Number: 670-004
Office of the State Treasurer
Unclaimed Property

SERIES ID	0038-670
TITLE	Claim Files
DESCRIPTION	Form and supporting documentation filed by individuals seeking to reclaim property transferred to the State Treasurer.
RETENTION	30 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to storage facility for 29 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-07-17 ; Revised 2019-06-10
K.A.R. NUMBER	53-2-156

SERIES ID	0039-670
TITLE	Denied Claims
DESCRIPTION	Claim forms filed by individuals seeking to reclaim property transferred to the State Treasurer which were denied payment.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0040-670
TITLE	Holders Report
DESCRIPTION	Reports submitted by institutions identifying unclaimed property ready for transfer to the State Treasurer as required by K.S.A. 58-3950.
RETENTION	See Comments
COMMENTS	Retain hard copy until verified, then destroy. Retain data 30 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0041-670
TITLE	Safety Deposit Box Contents
DESCRIPTION	Tangible and intangible property stored in safety deposit boxes abandoned by the owners and transferred to the State Treasurer as required by K.S.A. 58-3955.
RETENTION	See Comments
COMMENTS	Retain until claimed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0042-670
TITLE	Statements of Unclaimed Property
DESCRIPTION	Form submitted by business associations identifying unclaimed property ready for transfer to the State Treasurer as required by K.S.A. 58-3950.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0043-670
TITLE	Working Papers
DESCRIPTION	Computer printouts compiled during the course of business to ensure that all checks have been cleared.
RETENTION	See Comments
COMMENTS	Retain until confirmed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

Agency Number: 670-005
Office of the State Treasurer
Postsecondary Education Savings

SERIES ID	0049-670
TITLE	Financial Investment Advisors Files
DESCRIPTION	Documents relating to the various financial investment advisors authorized to sell the Learning Quest Education Savings Program sponsored by the State Treasurer's Office.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0050-670
TITLE	Learning Quest 529 Planning Files
DESCRIPTION	Variety of documents relating to the planning and implementation process for the Learning Quest Education Savings Program established to provide individuals with investment opportunities for funding higher education.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0052-670
TITLE	Marketing and Advertising Files
DESCRIPTION	Documents relating to marketing strategies and advertising campaigns to promote the Learning Quest Education Savings Program.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0053-670
TITLE	Presentations Files
DESCRIPTION	Variety of documents relating to programs sponsored by the State Treasurer's Office to promote the Learning Quest Education Saving Program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131