Computing Services and Telecommunications Department

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Telephone Billings to Customer (Originals)

Arranged By:   Chronological by bill cycle
Application Number:   89-23
Item Number:   160.01

Purpose

This record series consists of customer billings generated by the Telecommunications Department.  Each billing lists all services rendered, toll charges, and any credits.  Also included in this record series are bill registers and summaries, invoices sent to non-university customers, any relevant work orders, control and audit reports, toll detail tapes, miscellaneous adjustments to charges, and any backup documentation to service charges.

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.

"GAS" Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   160.02

Purpose

This record series consists of monthly Generalized Accounting System reports (e.g. GAS 310 and GAS 315) for all accounts supervised by the Telecommunication Department. 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.

Payments to Vendors

Arranged By:   Alphabetical by vendor name
Application Number:   89-23
Item Number:   160.03

Purpose

This record series documents all payments to vendors by the Telecommunications Department.  Included are duplicate purchase orders, check requests, vendor invoices, and invoices from Central Management Services.  Original documentation of this record series is maintained by the Accounting and 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.

Contact Us

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