Assistant Controller

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Bank Statements

Arranged By:   By account, then Chronological
Application Number:   89-23
Item Number:   180.01

Purpose

This record series contains bank statements from each of the University's Revenue Bond Accounts.

The Board of Regents maintains their record copy of these files for five (5) years per item 22 of State Records Application 86-51.

Procedure

Retain in office for six (6) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Bond Issue Records

Arranged By:   By bond issue
Application Number:   89-23
Item Number:   180.02

Purpose

This record series contains bond issue statements which outline, for each issuance of revenue bonds, the bond due dates, interest to be paid, number of bonds outstanding, number of bonds issued, repayment schedule, and a complete description of the issuance.  Also included herein would be any related correspondence regarding the completion and filing of certain required forms, and any problems which arise.

The Board of Regents maintains the originals of this record series for ten after the retirement of the corresponding bonds as per item 23 of Application 86-51.

Procedure

Retain in office for ten (10) years following retirement of the corresponding bonds, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Revenue Bond Statements

Arranged By:   By bond issue, then Chronological
Application Number:   89-23
Item Number:   180.03

Purpose

This record series consists of monthly and yearly balance sheets and operating statements for each of the University's bond issues. Original Revenue Bond Statements are retained by the Accounting Office for six (6) years as per item 210.19.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Capital Project Files

Arranged By:   By project number
Application Number:   89-23
Item Number:   180.04

Purpose

This record series consists of documentation of payments made regarding various Capital Development Board construction projects.  Included are appropriation and fund transfer forms, release authorizations, fund ledger accounts, purchase orders, vouchers, budget papers, and correspondence regarding any payment(s).  The Capital Development Board maintains permanent microform files of their project documentation per provisions of Application 78-23M.

Procedure

Retain in office for seven (7) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Excess Funds Accounting Records

Arranged By:   Chronological
Application Number:   89-23
Item Number:   180.05

Purpose

This record series consists of Calculation Sheets for Current Excess Funds and related working papers.  This form is required by the Auditor General and is used to determine the amount of excess funds remaining in all local fund accounts at the end of each fiscal year (if these accounts contain more than a certain amount, the excess funds must be returned to the State).  This information is also included in the University's annual audit report.

Procedure

Retain in office for six (6) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

RAMP Documents

Arranged By:   Chronological
Application Number:   89-23
Item Number:   180.06

Purpose

This record series consists of documents used by the Assistant to the Controller in the development of the "Resource Allocation Management Plan" (RAMP) compiled in conjunction with the Board of Regents to provide documentation of annexations, physical facility plans, sites, developments, instructional and public service plans, enrollment projections, budget projections and discussions of mission and scope of the University.  Included are copies of the RAMP reports along with original working papers used in its development.  The University's record copies are maintained by the Budget Office.

Procedure

Retain in office for five (5) years, then dispose of.  Associated work papers should be maintained for two (2) years, then dispose of.

Voluntary Support Report Documentation

Arranged By:   By department
Application Number:   89-23
Item Number:   180.07

Purpose

This record series consists of working papers and supporting documentation used by the Assistant to the Controller to prepare portions of the Voluntary Support Report, a federal report which documents monetary contributions received by the University.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

GAAP Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   180.08

Purpose

This record series consists of Generally Accepted Accounting Practices (GAAP) reports and related working papers used in the preparation of the report, which is a financial report prepared by the Assistant to the Controller regarding Northern Illinois University Foundation.

Procedure

Retain in office for six (6) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Investment Confirmations

Arranged By:   Chronological
Application Number:   89-23
Item Number:   180.09

Purpose

This record series consists of investment confirmations (official notices regarding the purchase or sale of securities, bonds, etc.) received from banking and financial institutions through which the University makes investments. Some of these confirmations come via the Board of Regents, which then maintains the original.  This record series is audited annually.

Procedure

Retain in office for six (6) years after the investment has been liquidated, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

ISL Report Documents

Arranged By:   Chronological
Application Number:   89-23
Item Number:   180.1

Purpose

This record series consists of documents used by the Assistant to the Controller in the development of Illinois State Legislature (ISL) reports which are compiled in conjunction with the Budget Office to document the administration of the University's non-appropriated funds for the State Legislature.  Included are copies of the ISL reports along with the original working papers used in the development of the report.  The University's record copies are maintained by the Budget Office.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Journal Vouchers

Arranged By:   Chronological
Application Number:   89-23
Item Number:   180.11

Purpose

This record series consists of duplicate journal vouchers for all investments made by the University. Original journal vouchers are maintained by the Accounting Office.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Northern Illinois University Foundation General Administrative Correspondence and Reference Files

Arranged By:   Chronological
Application Number:   89-23
Item Number:   180.12

Purpose

This record series consists of the general administrative correspondence and reference files of the Northern Illinois University Foundation.

Procedure

Retain in office for three (3) years, then with the assistance of the University Archives staff, take the following steps for disposition: a) Dispose of correspondence/reference material that is extraneous. b) Transfer all original or only existing copy of minutes of meetings, significant reports, development of policies and procedures and any other material that has long-term historical value to the University Archives for permanent retention.  All file series weeding is to be done with the assistance of the University Archives staff.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu