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Ethics and Compliance Office
Office of the President

  1. Ethics and Compliance Office
  2. Records Management
  3. Records Retention Schedules
  4. Bond Revenue Facilities/Food Services

Bond Revenue Facilities/Food Services

Bid and Quotation Files (Over $5,000)

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   140.03

Purpose

This record series consists of case files which document bid and procurement procedure of various commodities by the University as required by the Illinois Purchasing Act (Ill. Rev. Stat. 1989 ch.127, par. 132.1 et seq.).  In addition, the documents serve as reference for monetary planning and legal inquiries. Contents of the record series differ from bid files involved with acquisitions under $5,000 by including advertisements in Illinois newspapers.  A typical file contains specifications, bid lists, weekly quotes, newspaper receipts, quantity of product, vendor name, due date, register number, signatures, date of acquisition, delivery date, and payment terms.  The Department of Food Services maintains the duplicate copies as the originals are located with the Illinois Department of Central Management Services.  CMS maintains the record series for ten (10) years under the authority of State Records Application 79-111.

Procedure

Retain in office for five (5) 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.

Bid and Quotation Files (Under $5,000)

Arranged By:   Numerical by file number
Application Number:   89-23
Item Number:   140.04

Purpose

This record series consists of case files which document bid and procurement procedures of various commodities by the University as required by the Illinois Purchasing Act (Ill. Rev. Stat. 1989, ch.127, par. 132.1 et seq.).  In addition, the documents serve as reference for monetary planning and legal inquiries. Contents of the record series include specifications, quantity of product, vendor name, due date, register number, signatures, date of acquisition, delivery date, and payment terms.  The Department of Food Services maintains the duplicate copies as the originals are located with the Illinois Department of Central Management Services.  CMS maintains the record series for ten (10) years under the authority of State Records Application 90-86.

Procedure

Retain in office for five (5) 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.

Catering Contracts

Arranged By:   Chronological
Application Number:   89-23
Item Number:   140.05

Purpose

This record series consists of original and duplicate catering contracts with organizations, both university-related and private, which utilize facilities operated by Food Services.  The originals of these contracts are sometimes, but not always, maintained by the University's Purchasing Office.

Procedure

Retain in office for six (6) years after complete discharge of all contractual obligations, 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.

Change of Rate Form

Arranged By:   Chronological
Application Number:   89-23
Item Number:   140.06

Purpose

This record series consists of a central document which documents alteration in payment to university employees.  Student workers are required to sign the above form prior to payroll increase and/or job promotion. The rate form contains student name, social security number, present job classification, future job classification, rate of pay, account number, and appropriate signatures.  The Department of Food Services maintains a duplicate copy as the original document is located with the Department of Payroll.  In addition, a copy of the record series is directed to the Department of Student Employment.

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.

GAS Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   140.07

Purpose

This record series consists of monthly Generalized Accounting System reports (e.g. GAS 310 and GAS 315) for all accounts supervised by Food Services. The University's record copies of these reports 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.

Economic Ledger Printouts

Arranged By:   Chronological by year
Application Number:   89-23
Item Number:   140.08

Purpose

This record series consists of a document which reflects the cost of commodities acquired by the University.  In addition, the printouts are used as a reference index for future purchases and budgetary planning.  The data of the series is also entered on the University's computer system. Contents of the record series include the name of product, unit price, weight and price numbers, cost per purchase unit, issue unit, vendor number, cost yield, and date of purchase.  The document is original to the Department of Food Services.  No distribution of the 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.

Semimonthly Payroll Summaries

Arranged By:   Chronological, then by unit
Application Number:   89-23
Item Number:   140.09

Purpose

This record series consists of semimonthly payroll summaries listing, for each food services unit, the total man-hours worked for each meal period each day.  These summaries are utilized to watch and track Food Services' personnel budget.

Procedure

Retain in office for two (2) years or until expiration of administrative value, whichever is longer, then dispose of.

Student Personnel Files (Working Files)

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-23
Item Number:   140.1

Purpose

This record series consists of working case files for students who are employed within the Food Services Department.  The documents serve as supportive reference for position-prerequisites and employee work performance. Contents of the record series include name of employee, hours of work, job application, uniform issuance slips, tuberculosis test cards, discipline notes, and eligibility certificates.  The Food Services Department maintains original and duplicate copies of the record series.  The Department of Personnel receives some working file data from the Food Services Department.  In addition, the Student Employment Services Department receives duplicate copies of the working case files.

Procedure

Retain the tuberculosis test cards, discipline notes, and eligibility certificates permanently.  Retain the balance of the record series in office for five (5) years following termination of employment, 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.

Personnel Records

Arranged By:   Alphabetical by name
Application Number:   89-23
Item Number:   140.11

Purpose

This record series consists of case files which include the work histories of student and civil service employees.  The documents are used by the University administrators to determine promotions, transfers, layoffs, salary adjustments, and possible discipline. Contents of the civil service files include evaluations, employment papers, reduction in force notices, inter-department correspondence, accident reports, training records, and tuberculosis data.  Student employee files comprise a work performance record, letters of discipline or compliment, and references to prospective employers.  The Department of Food Services maintains the duplicate copies as the original is filed with the Department of Personnel.  In addition, the duplicates of the record series are forwarded to the Student Employment Office.

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.

Purchasing Files

Arranged By:   By fiscal year
Application Number:   89-23
Item Number:   140.12

Purpose

This record series contains duplicate copies of requisitions, purchase orders, and contracts used to purchase office supplies, file cabinets, and other equipment for the Food Services Unit. Originals of these documents are maintained by the University's Purchasing 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.

Purchasing Unit Usage Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   140.13

Purpose

This record series consists of computer printout purchase unit usage reports which are utilized in forecasting the amount of each type of food needed.  Each weekly report shows the forecasted use for each food group (quantity and cost), the actual use and the difference.

Procedure

Retain in office for one (1) year or until expiration of all administrative value, whichever is longer, then dispose of.

Quality Investigation Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   140.14

Purpose

This record series consists of quality investigation reports completed whenever a problem with some type of food is found to exist.  These reports are initiated by the unit having the problem and are then completed by the Food Services Unit's Food Specialist.  The Unit's Purchasing Officer, however, is ultimately responsible for implementing any action. Each report indicates the problem involved, the vendor's name, date delivered, date served, and the recommendation/request suggested by the Food Specialist.

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.

Quote and Bid Cards

Arranged By:   Numerical by file number
Application Number:   89-23
Item Number:   140.15

Purpose

This record series consists of index cards which concern bid prices from weekly purchase orders.  The documents are utilized as economic reference and legal resource. Contents of the record series include vendor name, price of quote, item number, specifications, and date of purchase.  The index cards are original to the Department of Food Service.  No distribution of the record series occurs to other areas of the University.

Procedure

Retain in office for five (5) 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 Sales Reports

Arranged By: Chronological by year
Application Number: 89-23
Item Number: 140.16

Purpose

This record series consists of daily sales reports received from the University Center's Accounting Office showing the cash sales of all operating areas (e.g. food services, pow-wow room, hotel) of the University Center. Originals of these reports are maintained by the University Center's Accounting Office as per item 130.02.

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 Status Report of Student and Civil Service Employees

Arranged By:  Chronological by year
Application Number:  89-23
Item Number:  140.17

Purpose

This record series consists of a document which documents employment data for civil service and student workers of the University. The document is used to record employee work hours, calculate the amount of absenteeism, formulate budget projects, and satisfy office inquiries. Contents of the record series comprise a status report of student employees (e.g. hours worked, overtime hours, training hours, number of applications, number of terminated students, number of hired students, and days of operation). In addition, the report includes civil service employees and an appropriate form (e.g. types of leave, days of operation, number of meals served, and type of job classification).

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.

Student Worker Status Reports

Arranged By:  By semester, then by unit
Application Number:  89-23
Item Number: 140.18

Purpose

This record series consists of reports, issued at the end of each semester, listing alphabetically all students who worked at each Food Services Unit for any time that semester. Also listed is each student worker's social security number, job classification, rate of pay, and any relevant comments (regarding disciplinary action, date and reason of termination, etc.). These reports are generated solely for internal use.

Procedure

Retain in office for five (5) years, then dispose of.

Unit Requisitions

Arranged By:  Chronological
Application Number:  89-23
Item Number:  140.19

Purpose

This record series consists of weekly requisitions for food received from each of the Food Services Units, along with the resultant purchase order showing the type and quantity of each food ordered. These requisitions are made against open orders which have already been approved and are merely used by this office and the relevant vendors to deliver the proper amount of food to each unit at the proper time.

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.

Taste Test Result Files

Arranged By:  Alphabetical by product name
Application Number:  89-23
Item Number:  140.2

Purpose

This record series consists of case files which are utilized as reference for acquiring food products from various producers and/or wholesalers. Each commodity is subject to test criteria which determines future purchase. Contents of the record series include date of test, result of test, product description, currently used product, scoring data, recommendations, reason for test, and name of participant. The Department of Food Services maintains the original files. 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.

Timecards

Arranged By:   Chronological by year, Alphabetical by name
Application Number:   89-23
Item Number:   140.21

Purpose

This record series consists of a document which documents the number of hours worked by student and civil service employees.  The cards are utilized for recording of time allocations and serve as a basis for payroll earnings.  Contents of the record series include name of employee, cumulative hours, social security number, hours per pay period, and designated shift.  The original document is filed with the Food Services Department.  In addition, the record series is directed to the University's Payroll Department.

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.

Contact Us

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