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CATEGORY: ACCOUNTING – 01 [ Total entries: 16 ]
Description: Records include: accounts payable files; accounts receivable files; bank statements; cancelled checks, vouchers, and EFTS; cash balances and reconciliations; cost accounting records; deposit slips and reconciliations; invoices; journal entries (journal vouchers); outstanding obligations; payment schedules; purchase orders; receipts; returned checks; reconciliations; refund/disbursement requests; moving expenses; agency-paid individual memberships and activities in professional organizations; registration fees; and travel authorization and reimbursement records.
Retention: 5 years.
Legal Citation: O.C.G.A. 11-2-725
Archival Instructions: Vital Record - duplicate and store offsite
Description: Records which provide an annual statement of net assets and activities; often called a comprehensive annual financial statement or report.
Retention: Permanent.
Legal Citation: OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; Government Accounting and Standards Board No. 34
Archival Instructions: Vital Record - duplicate and store offsite; Transfer to Archives annually
Description: Reports prepared by the Department of Audits examining and verifying the agency's financial activities for a defined period of time; does not include the record copy maintained by the Department of Audits.
Retention: 5 years or two successive audits, whichever is longer.
Legal Citation: O.C.G.A. 50-6-24; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations
Archival Instructions: Vital Record - duplicate and store offsite
Description: This series documents the procurement of equipment and service valued in excess of bid limit. This series may include but is not limited to: requests for proposal (RFP); requests for invitations to bid (RFI); procurement protest documents; requests for quotes (RFQ); vendors proposals and bids; records for all bids received; competitive quotes; and protests, appeals, briefing documents, and agency decisions.
Retention: (GASC-01-004A) Capital Improvement Projects: 11 years; (GASC-01-004B) All other records: 7 years.
Updated: April 21, 2022
Description: Records documenting budget requests, maintenance, and reports as well as the budget approved by the Legislature.
Retention: Approved Budget: Permanent; All other Records: 6 years.
Description: This series includes records documenting an agency's efforts to collect unpaid accounts; includes PeopleSoft collection reports.
Retention: 5 years after account paid in full or deemed uncollectible.
Legal Citation: O.C.G.A. 9-3-25
Archival Instructions: Vital Record - duplicate and store offsite
Description: This series documents the negotiation, execution, completion, and termination of legal agreements between an agency and other parties to acquire or provide services or products.
Retention: Capital Improvements: 10 years after expiration; Other contracts: 7 years after contract expiration.
Legal Citation: O.C.G.A. 9-3-24
Archival Instructions: Vital Record - duplicate and store offsite
Description: Records used to develop, estimate, propose, and plan the preliminary budget requests for cooperative state/federal programs and reflect the process by which annual budget allotments are distributed.
Retention: 5 years after the end of the fiscal year.
Legal Citation: O.C.G.A. 9-3-25; OMB Circular A-102, Grants and Cooperative Agreements with State and Local Governments
Description: Financial reports by cost center for all expenditures.
Retention: 3 years.
Description: Records documenting administration of credit cards issued to individual agency staff or offices.
Retention: 7 years.
Legal Citation: O.C.G.A. 9-3-24
Description: Records documenting federal and state-funded grant projects.
Retention: Final Narrative Summary: Permanent (GASC-02-008); Education Agencies: 5 years after submission of final report or denial of application; Non-Education Agencies: 3 years after submission of final financial report.
Legal Citation: US DOE guidelines
Description: Records documenting federal, state, county, and municipal revenue-sharing; includes summaries, expenditures, and investments.
Retention: 5 years after submission of final report.
Description: Record of final entry for all financial transactions.
Retention: 7 years.
Archival Instructions: Vital Record - duplicate and store offsite
Description: Records documenting the conduct of an internal review of agency financial accounts and processes.
Retention: 5 years or two successive audits, whichever is longer.
Legal Citation: O.C.G.A. 50-6-24; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations
Description: Bonds required of state officials and custodians of funds.
Retention: 5 years after expiration of term.
Archival Instructions: Vital Record - duplicate and store offsite
Description: Records documenting the certification of employees who are authorized to sign fiscal and contractual documents.
Retention: 7 years after authorization expires.
Legal Citation: O.C.G.A. 9-3-24
Archival Instructions: Vital Record - duplicate and store offsite
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
