Finance and Planning

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Administrative Correspondence

Arranged By:   Chronological
Application Number:   89-24
Item Number:   110.01

Purpose

This record series consists of all memorandums, analyses, spread sheets, and correspondence for the Office of Finance and Planning.

Procedure

Retain in office for three (3) years, then with the assistance of University Archives staff, review files and transfer materials possessing archival value to the University Archives for permanent retention and dispose of the remaining documents.

Appointment Notice

Arranged By:   Alphabetical by name, Numerical by file number
Application Number:   89-24
Item Number:   110.02

Purpose

This record series consists of a document which concerns an economic obligation for future payment to employees of the institution.  Specifically, faculty members, graduate assistants and non-professional staff are considered when budgeting for salary allocations. The document reveals name of individual, social security number, date of appointment, salary, department, account number, and future degrees.  The document is duplicate to the Department of Finance and Planning.  Original record series is located within the Department of Personnel and distributed to institutional staff.  In addition, the Provost's Office and the Graduate School participate in the distribution of the document to the faculty and graduate students respectively.

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.

Budget Development Files

Arranged By:   By fiscal year
Application Number:   89-24
Item Number:   110.03

Purpose

This record series consists of budget files for the Finance and Planning Division.  Included in this are budget development reports, reports of anticipated allocations, final budget, all supporting documentation and raw data analysis. Each department submits its budget request.  This is then analyzed, and adjustments are made for final budget.

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.

Non-Appropriated Internal Budget

Arranged By:   Chronological
Application Number:   89-24
Item Number:   110.04

Purpose

This record series shows by account the budget request of various departments that are funded by local monies.

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.

Computer Printouts-Monthly Review and Budget Status Report

Arranged By:   Chronological by year, Numerical by file number
Application Number:   89-24
Item Number:   110.05

Purpose

This record series consists of two economic printouts which emphasize departmental spending within budgeted allocations.  Both the Budget Status Report and the Monthly Review Reports are used to control expenses of appropriated funds.  The record series is generated from the General Accounting Service Department (GAS) and is a part of the University's computer system. Contents of the printouts include account name, division, department, conditional allocations, transfers during year, actual expenditures and allocations, credits, and debits.  The record series is original to the Finance and Planning Department as copies are distributed to designated departments on a monthly basis.

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.

Fee Request Form

Arranged By:   By account number
Application Number:   89-24
Item Number:   110.06

Purpose

This record series consists of fee requests for the Office of Finance and Planning.  This includes the charging of extra fees to students and the form used to update the fee record for each class or series of classes.

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.

Fiscal Management Files

Arranged By:   Chronological by year
Application Number:   89-24
Item Number:   110.07

Purpose

This record series consists of economic documents which are utilized to verify purchases by the institution.  The files are also used as an audit trail for external and internal inspections.  Contents of the series comprise purchase requisitions, cost of item purchased, account number, vendor choice, and appropriate signatures.  The documents are a duplicate to the Finance and Planning Department.  An original file is located at the General 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.

Meeting Minutes

Arranged By:   Chronological
Application Number:   89-24
Item Number:   110.08

Purpose

This record series consists of duplicate meeting minutes for the Illinois Board of Higher Education, The Board of Regents, and the President's Office.  The originals of these minutes are retained at the respective offices per Applications 86-51, #3 and 89-22, item 100.06.

Procedure

Retain in office for two (2) years, then dispose of.

Resource Allocation Management Planning (RAMP) Documents-Operation and Grants Resource Requirements

Arranged By:   Chronological by year
Application Number:   89-24
Item Number:   110.09

Purpose

This record series consists of a document which concerns annual requests for state funding to the Board of Higher Education (Ill. Rev. Stat. 1989, ch.122, par. 2-3.23).  The work functions as a five-year analysis for the institution's budget and related objectives. Contents of the record series includes statistical tables, five-year objectives, staff requirements, program requirements, and supportive descriptions.  The Board of Higher Education maintains the original requests from the institution.  In addition, the documents are distributed to designated deans, divisions, and departments.

Procedure

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

Salary Increase Work Sheet File

Arranged By:   Alphabetical
Application Number:   89-24
Item Number:   110.1

Purpose

This record series consists of summaries of raise increments.  Information contained within these files include name, current salary, and the appropriation increases to cover expense increase of salary raises.

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 anticipate.

Transfer Authorization Format File

Arranged By:   Numerical
Application Number:   89-24
Item Number:   110.11

Purpose

This record series contains transfer of funds files.  Information contained within the files includes amount of transfer, reason for transfer, approval of transfer, and signature authority for approving transfer.

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.

Working Papers - Non-Appropriated and Appropriated Budget Sheets

Arranged By:   Alphabetical by name, Numerical by file number
Application Number:   89-24
Item Number:   110.12

Purpose

This record series consists of fiscal documents which reveal annual salary of employees within the two previous years.  The papers emphasize an agreement between head count figures and funded positions. Contents of the series include name of employee, monthly salary, position, position number, account number, account name, total summaries, annual salary and budget request data.  The original documents are located within the Department of Finance and Planning.  Copies are distributed to designated departments and the Business Management Office.

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.

Computer Printouts - Year End Report (OBL 050)

Arranged By:   Chronological by year, Numerical by file number
Application Number:   89-24
Item Number:   110.13

Purpose

This record series consists of economic printouts which are used to document and summarize outstanding obligations within the University.  The printouts are used to reveal current monies relevant to possible staff appointments.  In addition, the series is entered on the University's computer system. Contents of the record series include name of individual account, social security number, monthly salary, annual salary, account number, totals, and individual's name.  The printouts are original to the Department of Finance and Planning.  No other distribution of the record series occurs.

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.

Contact Us

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