AGENCY: Department of Government Operations. Division of Finance. Financial Reporting Office
SERIES: 22692
TITLE: Depository bank account reconciliations
DATES: 1994-
ARRANGEMENT: Numerical by bank account code, thereunder chronological by month.
DESCRIPTION: This record series consists of copies of documents kept in the departments/agencies that deal with bank reconciliations. Included are a copy of the Depository Bank Account Reconciliation Form (F157) or similar spreadsheet, a copy of the bank reconciliation report prepared by Finance showing FINET entries, a copy of the bank statement from the financial institution, and any supplemental schedules. The reports are done monthly for each bank account code which generally represents an individual bank account used by one department/agency for depositing state monies. This department/agency is responsible for entering accounting information into FINET for these state funds. This reconciliation is a tool to ensure that cash is accounted for and is also used for review at year end to make sure that cash is accounted for in the correct fiscal year. Information includes name and division of agency, name of person preparing the reconciliation, name of bank, bank account number, FINET bank code, ending date of the bank statement and balance on that date, items on the bank statement not recorded in FINET, items in FINET not shown on the bank statement, the ending FINET balance for the bank code, all transactions posted to FINET for the bank code listed for the complete fiscal month, and all credits and charges posted by the bank for the monthly period.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Financial working records, GRS-16591
AUTHORIZED: 12/26/2023
FORMAT MANAGEMENT
Paper: For records beginning in 1994 through 2013. Retain in Office for 10 years and then destroy.
Computer data files: For records beginning in 2013 and continuing to the present. Retain in Office for 10 years and then delete.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public