Economic Ledger Printouts
Arranged By:
Chronological by year, Numerical by file number
Application Number:
89-23
Item Number:
210.15
Purpose:
This record series consists of financial printouts which reveal specific economic information for each day of institutional business. Various line items are utilized for budget balancing and resource data for general inquiries of the University. Generally, the printouts are composed of Daily General Ledger Trial Balances, Daily Budget Status Report, Month-to-Date Transactions, and Year-to-Date Transactions. The Daily Trial Balances include description of account, balance of each account, account of name, debit amount, and credit amount. The Daily Budget Status Report includes an account number, budget allocations, budget transfers, actual income and expense, requisitions outstanding, total balance outstanding, and total income/expense. Finally, the Month-to-Date and Year-to-Date Transaction listings include account number, index number, date, account code, document number, budget amount, and obligations incurred. The hard copies are original to the Accounting Department. No distribution of the record series occurs within the University.
Procedure:
Microfiche and dispose of hard copies providing the quality of the microfiche meets the standards of the State Records Commission. The microfiche is to be retained for six (6) years in the office, then disposed of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
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