AGENCY: Ogden School District (Utah). Business Office
SERIES: 3997
TITLE: Financial reports
DATES: 1983-
ARRANGEMENT: Chronological
DESCRIPTION: This is a monthly computer report of all district financial information. It provides fiscal information in a variety of forms for accounting, auditing and planning purposes. This report is organized into seven sections. The first section is the budget location report which contains only information on expenditures and is arranged numerically by location code (school and some district offices). It includes account number, annual budget, encumbrances, current month expenditures, expenditures year-to-date, expenditures/encumbrances, budget balance, percent of expenditures, totals per function code and fund. The second section is the principals budget report which contains only information on specific items school principals have chosen to monitor (usually supplies, books, and custodial items) and is arranged numerically by location (school). It includes the account number, annual budget, encumbrances, expenditures, expenditures year-to-date, expenditures, budget balance, percent of expenditure, and totals per location code. The third section is the budget program report which is an all inclusive report of all revenues and expenditures and is arranged numerically by program number. It includes object code, annual budget/anticipated receipts, encumbrances, expenditures/receipts for current month, expenditures/receipts year-to-date, expenditures/encumbrances, budget/anticipated balance, percent of expenditures, revenue and expenditure totals for programs.__The cumulative balance section is arranged by balance sheet number and summarizes all funds. The balance sheet report breaks down the balance sheet by fund code and balance sheet code and includes beginning balance, encumbrances, current month debits and credits, current month's totals, and current balances. The revenue detail report lists all revenues by revenue code. It includes anticipated receipts, current month receipts, year-to-date receipts, anticipated balance, and percent received. The final section is the expenditure detail report which contains all district expenditures by expenditure code. It includes expenditure code, annual budget amount, encumbrances, expenditures year-to-date, expenditures/encumbrances, budget balance, percent expended, and totals.__The monthly reports are not accumulative. In 1985, the report began to be received on computer output microfilm (COM). Currently, the report is also received as a computer printout and is maintained because of handwritten notations added to the paper report.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1990
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then destroy.
Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.
Computer output microfiche duplicate: Retain in Office for 10 years and then destroy.
APPRAISAL
Administrative Fiscal
This disposition is based on the district's primary administrative needs expressed by the office.