Series Title (Agency Series #): Description, Retention (Legal Citation)

Account Reconciliation Records (FIN2-006): Documents and verifies the accuracy of account balances in the general ledger. Includes work papers, back-up reports which provide details by fund of account activities, reconciliation sheets which tie general ledger balances with subsidiary information, bank statements used in reconciling payroll and operating cash accounts, check listings indicating checks issued and checks outstanding, pension fund monthly statements documenting fund activities by employee, and other materials used in reconciling balances in the general ledger. This information is primarily stored online in the SAP system, but includes copies of voided checks.
Retention: Data elements necessary to authenticate reconciliation transactions: retain 5 years; copies of voided checks and other supporting documentation: retain 5 years. (MOAR166-150-0110(1,15))

Accounts Payable Payment Records (FIN2-001): Documents the authorization for payments made to vendors, as well as the issuance of manual checks, and the voiding of checks issued. Includes payment voucher authorization forms, invoices, batch ticket forms, limited purchase orders, check cancellation input forms, reconciliation tables, and copies of checks and journal vouchers. Since July1, 2000, this record has been maintained online in the SAP system. The information there includes vendor databases, invoices, purchase orders, vouchers, and related payment transaction data. This system data is augmented by paper documentation, the record copy of which is maintained by departmental accounting programs. This series is the record copy for all documentation dated June 30, 2000 and earlier.
Retention: Data elements necessary to authenticate SAP accounts payable documents: retain 5 years; All records dated June 30, 2000 and earlier: retain 5 years. (MOAR 166-150-0110(1))

Accounts Payable Reports (FIN2-002): Reports used by Accounts Payable to monitor the status of payment transactions, account balances, encumbrances, vendor information and payment history, and other information used to process accounts payable. These reports are not run periodically and are often not printed; they are most often ad hoc views of the accounts payable information maintained in the SAP system.
Retention: Data necessary to create accounts payable reports: retain 5 years; printed reports: retain as needed. (MOAR 166-150-0110(1,4))

Checks Registers (FIN2-004): Documents checks issued. Information includes check numbers, who the checks were issued to, amounts, addresses, account numbers, and management authorizations. The check register is maintained online only now. There are associated deposit pay reports and open item registers that are generated in paper format.
Retention: Data elements necessary to generate a check register: Retain 5 years; Paper reports: retain 5 years. (MOAR 166-150-0110(23))

Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/08/2018

 Employee Travel Expense Records (FIN2-003): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. Includes expense reports and receipts, vouchers, requests, authorizations, and related documents. Retention applies to private vehicle usage as well. Information often includes estimated costs, prepayments, final costs, destination, method of transportation, travel dates, approval signatures, and related data.
Retention: Retain 5 years. (MOAR 166-150-0110(24))

Signature Authorization Records (FIN2-005): Documents the authorization of designated employees to sign fiscal and contractual documents. Includes signature authorization lists indicating name, signature, agency, and level of authorization.
Retention: Retain 6 years after authorization superseded or expired. (MOAR 166-150-0110(22))