These records are subsidy agreements with adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one-time, time-limited, or long term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18 or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993).

Retain for 20 years, and then destroy records.

This is a record of private providers with approved youth rehabilitation programs who contract for services with the Division. These case files document provider responsibility to youths while in the care of the private agency, as well as Youth Correction's responsibility to provider. This series includes a copy of the contract, a program plan, monitoring report, program evaluations, budget statement, and all related correspondence.

Retain for 7 years, and then destroy records.

Effective 1995-09-01

State employee time sheets, including flextime attendance reports, supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime systems.

Retain for 3 years, and then destroy records.

Effective 1999-07-01

These are records of meetings from the Board of Youth Corrections. The board has policy making powers, duties, functions, rights, and responsibilities for the operation of youth corrections programs.

Retain permanently. Transfer records to the archives.

Effective 1999-07-01

These are transcripts of hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of the Youth Corrections Facility and to determine the contracting procedures for the Youth Corrections program. This record includes the date and time of the hearings and the individuals present.

Retain permanently. Transfer records to the archives.

Effective 1999-07-01

These are complete work histories of individuals while employed by the State. Refer to UCA 67-18-1, et. seq. (1992). When and employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position descriptions, career mobility agreements, insurance benefits notifications (ADNT-1), job swap agreements, and overtime agreements.

Retain for 65 years after separation, and then destroy records.

Effective 1995-06-01

These files document clients placed in small group homes by the Department of Human Services, Division of People with Disabilities. These children are placed in the small group homes from the Utah State Developmental Center and other intitutional facilities.

Retain for 5 years, and then destroy records.

Effective 1995-06-01

These are files that outline policies and procedures to be followed in the Department of Human Resources Management and throughout state government.

Retain for 1 year after or until superseded, and then destroy records.

Effective 1995-06-01

These records document accouting actions that request transfers of funds between agencies for services rendered or materials purchased.

Retain for 3 years, and then destroy records.

Effective 1995-06-01

These files include correspondence, memoranda, reports, computations of service and sick leave, and lists of awardees. This information is entered into the Department of Human Resource Management automated system.

Retain for 2 years, and then destroy records.

Effective 1995-06-01

These are bills that document calls from state offices.

Retain for 3 years, and then destroy records.

Effective 1995-06-01

These are reports from the Division of Finance indicating the status of agency payroll transactions.

Retain for 2 years, and then destroy records.

Effective 1995-06-01

These are copies of correspondence and forms maintained in the personnel files of temporary employees.

Retain for 1 year, and then destroy records.

Effective 1995-06-01

These are requests from state agencies to the Division of Finance to pay vendors for supplies and/or services vendors have provided to agencies.

Retain for 7 years, and then destroy records.

Effective 1995-06-01

This is the manual documentation method of inputting data about cancelled warrants which then becomes part of the general ledger.

Retain for 7 years, and then destroy records.

Effective 1994-06-01

This is a record of administrative correspondence for all management staff. Content ranges from a wide variety of subject matter.

Retain permanently. Transfer records to the archives.

Effective 1999-07-01

These are the minutes of meetings for the three Regional Administrators and the Youth Corrections Board. Their meetings consist of discussions of items of mutual interest and concern in the administration of the Youth Corrections program.?This record includes the date and time of the meeting, the place of the meeting, the names of the individuals present, the topics discussed and any decisions reached.

Retain permanently. Transfer records to the archives.

Effective 1999-07-01

These are actions taken by the Board of Youth Corrections to ensure the Division's continual compliance and conformity with the provisions of its programs.

Retain permanently. Transfer records to the archives.

Effective 1995-09-01

These are the legal interpretations written by the Attorney General's Office upon request by the division to guide them in enforcing and obeying the law. The official copy of this record is maintained by the Attorney General's Office. Opinions are also published in the State Bulletin.?This record includes opinions on custody and guardianship definitions and certification of programs and providers.

Retain for 2 years, and then destroy records.

Effective 1999-07-01

Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number and employee name.

Retain for 3 years, and then destroy records.

Effective 1999-07-01

These are requests for reimbursement of expenses for members of the Utah Board of Juvenile Justice and Delinquency Prevention who traveled on board business. The information on these forms includes date of request, department or finance number, departmental number, the employee's name, home address, division, department, and bureau, the agency's low organizational and activity numbers, the amount of requested reimbursement, if transportation expenses claimed, the date(s) of travel, the type of transportation used (private car, commercial plane, etc.), where travel to and from, the actual miles traveled, the mileage rate, and the amount of reimbursement claimed per trip and total, and the total amount of actual miles, if subsistence and incidental expenses are claimed, the date(s) of the travel, the destination, the departure and return times, the days and hours of lapsed time, the amount claimed for meals, the total per diem claimed, the type and amount of other expenses claimed, the total expenses for meals, per diem, and other expenses, the signature and title of the traveler, and the signature of the approving official.

Retain for 3 years, and then destroy records.

Effective 1999-07-01

These are requests for building and equipment maintenance services, excluding fiscal copies.

Retain for 3 years, and then destroy records.

Effective 1995-06-01

These are policies and procedures for the development of assessment plans and assessment advisory training counsels to meet the assessment and health plan certification needs for clients who are developmentally disabled.

Retain for 1 year after or until superceded, and then destroy records.

Effective 1995-06-01

These reports show all leave adjustments made during a pay period. Information shows category of adjustment, amount, social security number and employee surname.

Retain for 3 years, and then destroy records.

Effective 1995-06-01

These are records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, including statistical reports of postage used on outgoing mail and fees paid for private deliveries.

Retain for 3 years, and then destroy records.

Effective 1995-06-01