Bond Revenue Facilities Holmes Student Center/Accounting

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Daily Cash Count Forms

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.

Daily Cash and Credit Report and Record of Cash and Charge Sales File

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.

Cash Receipts Detail Deposit Forms

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.

Cash Register Detail Tapes

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.

Cash Register Reports

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.

Client Contract and Space Requisition Form

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.

Guest Room Activity Reconciliation

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.

Guest Room Folios

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.

Computer Inventory of Bookstore

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.

Interdepartmental Charges Invoice Form File

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.

Purchasing Files

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.

Timecards

Arranged By:   By pay date, then Alphabetical
Application Number:   89-23
Item Number:   130.12

Purpose

This record series consists of timecards for all service workers of the Holmes Student Center.

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.

Time Sheets

Arranged By:   Chronological
Application Number:   89-23
Item Number:   130.13

Purpose

This record series consists of time sheets which list the total number of hours that every center employee works daily and each pay period.  The originals are maintained in the Payroll Office.

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