Auxiliary Services/Transportation

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Accident Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   120.01

Purpose

This record series consists of information pertaining to university vehicle accidents.  The record copy is kept in the University Insurance Office per item #250.02 of this application.  Vehicle accident reports for a Transportation Department employee are to be placed in the Transportation Department's copy of the employee's personal file and retained for five (5) years after termination of employee.

Procedure

Retain in office for three (3) years, then dispose of provided no litigation is pending or anticipated.

External and Internal Billings File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   120.02

Purpose

This record series consists of external and internal billings by the Transportation Department.  Examples are the purchase of gas for athletic lease cars or bus service for other Universities.

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.

Correspondence

Arranged By:   Chronological
Application Number:   89-23
Item Number:   120.03

Purpose

This record series consists of both incoming and outgoing correspondence by the Transportation Department of Northern Illinois University.

Procedure

Retain in office for three (3) years, then dispose of.

Monthly Gas Report

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   120.04

Purpose

This record series consists of a single document which concerns fuel usage from motor vehicles.  The form is used to record economic expenses and associated quantities of purchase.  Specific contents of the record series include the number of gallons used, amount of fuel and service purchased, odometer readings, and appropriate signatures.  Both originals and duplicates are located within the Transportation Department.  No distribution of the document occurs to other areas of the institution.

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.

Daily Listing of Batch Materials for Authorized

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   120.05

Purpose

This record series consists of a printout listing which lists daily balance figures of departmental expenses.  The ledger sheets (Trans-edit/daily listing) are used to monitor monetary levels of vehicle cost. Contents of the record series comprise departmental number, date, vehicle number, destinations, type of vehicle, rate, miles, and amount incurred.  The original documents are filed with the Department of Transportation.  No distribution of the record series occurs to other areas of the University.

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.

Mileage Sheets

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   120.06

Purpose

This record series lists vehicle mileage between various destinations.  The form is used to record specific usages of university carriers and reinforce data for accumulated expenses.  Contents of the document include mileage figures, vehicle number, and department and arrival times.  The original is filed with the Department of Transportation.  No distribution of the record series occurs to other areas of the University.

Procedure

Retain in office for two (2) 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.

Part Inventory File

Arranged By:   Chronological
Application Number:   89-23
Item Number:   120.07

Purpose

This record series consists of a running weekly inventory on oil filters, tires, batteries, and fuel filters.

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.

Employee Accrued Time and Benefit Records

Arranged By:   Chronological/Alphabetical
Application Number:   89-23
Item Number:   120.08

Purpose

This record series consists of personnel files for the Transportation Department of Northern Illinois University.  Included in this are timecards, driver's logs, benefit sheets, sick days, personal days, and vacation days.

Procedure

Retain in office for five (5) years after termination of employment, then dispose of provided no litigation is pending or anticipated.

Personnel Files

Arranged By:   Alphabetical by name
Application Number:   89-23
Item Number:   120.09

Purpose

This record series consists of files dealing with the employment histories of departmental employees.  The documents are used to establish criteria for promotions, demotions, and salary alterations.  Contents of the series include evaluations, letters of recommendation, anecdotal statements, and vehicle accident reports.  Original files are located within the Department of Personnel as the duplicates are retained by the Department of Transportation.

Procedure

Retain in office for five (5) years following termination of employment, 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.

Request for Transportation

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   120.1

Purpose

This record series consists of a single document which is used to record data of vehicle usage by individual departments. The travel information supports future billings to areas of the University by the Transportation Department. Certain data of the record series is entered on the institution's computers (e.g. name of employee, account number, department, total miles, vehicle number, date of trip, destination, type of vehicle requested, rate, amount and hours).  Also the form comprises, in addition to the above categories, hard copy information of driver's license number, signature, fiscal approval, odometer readings, date and time of departure, date and time of return, other travelers using the vehicle, passenger pickup locations, purpose of travel, vehicle availability, approved signatures, and expiration date.  The Department of Transportation maintains the duplicate copy of the series as the original is filed with the requesting departments.

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.

Purchase Orders, Requisitions, Check Requests

Arranged By:   Chronological by year, Numerical by file number
Application Number:   89-23
Item Number:   120.11

Purpose

This record series consists of documentation of procurement operations of the Transportation Department.  In addition, the forms record fiscal accountability and serve as monetary reference for general inquiries. Contents of the series include name of department, terms of purchase, bond point, monies per quote, description of commodities, quantity of purchase, identification number, price of item, name of account, account number, check amount, and appropriate signatures.  The Accounting Department maintains the original document as designated departments retain duplicate series.

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.

Monthly Statement of Charges from Independent Accounts File

Arranged By:   Chronological before 1985, by account number after 1985
Application Number:   89-23
Item Number:   120.12

Purpose

This record series consists of information used for the billing of departments for vehicle use.  Included are reports by vehicle numbers, summary reports by department, obligation reports (which are estimates of cost used for balance of departmental budgets), mileage by department and cost per department, master list of vehicles for each month, department account number, local number, and grant number.

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.
Travel Vouchers

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   120.13

Purpose

Contents of the record series include agency name and address, social security number, name of traveler, date, headquarters address, place and time of departure, place and time of arrival, lodging expenses, per diem expenses, miscellaneous payments, license plate number, total amounts, travel purpose and comments, and appropriate signatures.  The original documents are in the Accounting Department as the Transportation Office maintains the duplicate series.

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.

Assigned Vehicle Mileage Log File

Arranged By:   Numerical by vehicle, then Chronological
Application Number:   89-23
Item Number:   120.14

Purpose

This record series consists of daily logs for each vehicle within each department for each trip that the department takes outside of campus in one of its permanently assigned vehicles. Information contained within each log includes vehicle number, time of departure and return, destination, end of trip odometer reading, driver, and department name. This acts as supporting documentation for monthly reports.

Procedure

Retain in office for two (2) 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.

Vehicle Maintenance Records (Work Slips, Listing Index, Window Stickers)

Arranged By:   Chronological by year, Numerical by file number
Application Number:   89-23
Item Number:   120.15

Purpose

Contents of the record series include a departmental work slip which contains type of work, type of parts, costs, and number of hours.  Secondly, a listing index comprises number of vehicles, serial number, and work accomplished.  The series also possesses factory "window stickers" that display the vehicles' date of purchase.  Both original and duplicate copies of the series exist within the Transportation Department.  No distribution of the series occurs to other areas of the University.

Procedure

Retain in office for two (2) years following the date the respective equipment is sold or traded in, then of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Contact Us

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