Or. Admin. R. 166-475-0015 - Budget Records
(1)Annual Budget Records Records
document the annual institutional budget provided to OUS, its planning,
implementation, allocation and changes. This series includes but is not limited
to: Operating Budget Expense by Categories and Functions Report; Estimated
Gifts, Grants, Contracts and Clearing Account Summary Report; Student Fee
Income and Application of Funds Report; Statewide Public Service Source and
Application of Funds; other reports specified in yearly instructions from the
Chancellor's Office; institutional budget preparation instructions; budget
requests; budget status reports; budget change requests, registers and logs;
budget detail reports; working papers including spread sheets, expenditure
projections, salary and budget worksheets; allotment, capital outlay and
equipment need reports; unit budget preparation instructions; working papers;
memoranda; final summary reports and spread sheets; Budget Change Request
Forms; budget change suspense records; budget change registers; authorization
for budget change forms; copies of revised unit initial budgets; fund transfer
notices; spread sheets; expenditure and obligation reports; allotment reports;
and related documentation and correspondence. (Retention:
(a) Permanent for Adopted Budget
(b) 10 years for year end activity reports
(c) 10 years for planning and
preparation records
(d) 4 years for
change records
(e) 1 year for a all
other activity reports, destroy)
(2)Budget Report Records Records
used to monitor funding distribution within the university system and
individual institutions. (Retention:
(a) Permanent for OUS final adopted budget
(b) 10 years for annual report
"orange book", destroy
(c) 4 years
for summaries, destroy)
(3)Cooperative Federal Program Budget
Preparation, Projection and Allocation Records This series is used to
Records document develop, estimate, propose, and plan preliminary budget
requests for cooperative federal/state programs and reflect the process by
which the annual budget allotment is to be distributed to the department and
its programs. This series may include but is not limited to: budget expenditure
statements; General Ledger Statements of Accounts; salary work sheets; budget
exhibits; project detail sheets; budget requests; OUS-Institutional Use Code
budget forms (CO-119); budget change sheets; Federal Agency Annual Reports
(Computerized Research Information System (CRIS) Form Ad-419); Federal Agency
Status of Fund Reports; Governor's Suggestion Reports; Journal Vouchers; spread
sheets; expenditure projection work papers; preliminary section budget
proposals; budget development schedules; allotment reports; decision packages;
spending plans; compensation plan proposals; contingency/deviation plans;
various federal publications; reports; forms; and related documentation and
correspondence. (Retention: 10 years, destroy)
(4)Self-Sustaining Program Budget
Projection and Allocation Records Records document projecting annual
budgets for units which operate on self-sustaining funds and to determine fees
and fee-charging policies. This series may include but is not limited to:
charts of accounts; reports of receipts and disbursements; fee schedules;
financial statements; photocopies of vouchers; purchase orders; spread sheets;
expenditure projection work papers; budget development schedules; decision
packages; spending plans; compensation plan proposals; contingency/deviation
plans; current expenditure reports; average expenditure reports; and related
documentation and correspondence. (Retention: 10 years,
destroy)
Notes
Publications: Publications referenced are available from the agency.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895
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