Northern Illinois University
Ethics and Compliance Office
Office of the President

Arranged By: Chronological
Application Number: 89-23
Item Number: 130.01

Purpose:

This record series consists of daily cash count forms listing the amount of money (i.e. checks, credit cards, and denomination of cash) taken in by each cash register in the Holmes Center each day. These forms are then reconciled with the cash register receipt forms. Once this reconciliation has been completed these forms are no longer needed.

Procedure:

Retain in office for six (6) months, then dispose of.

Arranged By: Chronological
Application Number: 89-23
Item Number: 130.02

Purpose:

This record series consists of the daily sales report and the daily cash report for the Holmes Center. The daily sales reports show the number of sales for that day in each of the different departments (food service, desk and guest room, bookstore, game room, and room rentals). Each department is broken down into the various categories within each department (i.e. food services, candy sales) along with the total of each individual department. Also included on this sheet is a grand total. The daily cash report shows the cash receipts, short debit, over credit, sales tax, and total deposit. This is also done by department and category.

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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 130.03

Purpose:

This record series consists of daily cash sales reports showing the amount of cash sales taken in by the Holmes Center and broken down by account number. A copy of this form accompanies each day’s bank deposits which are sent to the Bursar's Office. These forms also serve as source documents when posting items to the general ledger.

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.

Arranged By: Chronological, then random
Application Number: 89-23
Item Number: 130.04

Purpose:

This record series consists of original cash register tapes from all cash registers in the Holmes Center.

Procedure:

Retain in office for six (6) months, then dispose of.

Arranged By: Date order
Application Number: 89-23
Item Number: 130.05

Purpose:

This record series consists of daily cash register reports which record the non-resettable totals of sales that are rung on each register in the Student Union. Also included is documentation of any corrections, overring, and any other necessary adjustments. Documentation of these totals is maintained by the Bursar's 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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 130.06

Purpose:

This record series consists of contracts and space requisition forms for events of the Holmes Center. The space requisition form includes the following information: date requested, day of week, space reserved, organization, hours needed, meeting begins, estimated attendance, will admission be charged, nature of function, billing information, signature of applicant, equipment needed, application approved by, etc.

Procedure:

Retain in office for five (5) years after completion of the contract, 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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 130.07

Purpose:

This record series consists of daily reconciliations for all business activity of the Holmes Center guest rooms. Documentation of this information is contained in daily journal entries.

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.

Arranged By: By check-out date
Application Number: 89-23
Item Number: 130.08

Purpose:

This record series consists of guest room folios maintained by the guest room desk. This is a record of guests who have stayed in the Holmes Center and their billings.

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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 130.09

Purpose:

This record series consists of a computer printout of the value of all items within the bookstore by department. A year end actual tape inventory is kept within the bookstore.

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.

Arranged By: Numerical
Application Number: 89-23
Item Number: 130.1

Purpose:

This record series consists of invoice forms for billing the University Departments which use the Holmes Center facilities. Information contained on these forms include date, invoice number, description, and amount.

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.

Arranged By: Chronological
Application Number: 89-23
Item Number: 130.11

Purpose:

This record series consists of duplicate purchase requests and purchase orders for all purchases made by the Holmes Center. Original purchase requests and purchase orders 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.