Physical Plant-Accounting

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Activity Reports

Arranged By:   Numerical by document number
Application Number:   89-23
Item Number:   300.01

Purpose

This record series consists of the activity reports maintained by the Office of the Physical Plant/Accounting.  The records contain detailed activity reports which specify the hours of labor spent, materials purchased, and equipment used for various campus work projects.  This information is retained for purposes of planning the office's operating budget and is also retained on both hard and floppy disc.

Procedure

Retain in office for five (5) years, then dispose of provided all administrative value has expired, and all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Fiscal Administration Files

Arranged By:   Chronological by fiscal year/ Alphabetical by vendor
Application Number:   89-23
Item Number:   300.02

Purpose

This record series consists of the fiscal administration files maintained by the Office of the Physical Plant/Accounting.  The records include journal vouchers; purchase orders; invoice vouchers; check request forms; fund transfers; accounts receivable statements; manual ledgers (reconciled to GAS); and construction pay requests.  Originals are maintained with the University Offices of Accounting, Accounts Receivable, and Budget and Planning.

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.

Weekly Reports of Work Orders

Arranged By:   Chronological
Application Number:   89-23
Item Number:   300.03

Purpose

This record series consists of the weekly reports of work orders maintained by the Office of the Physical Plant/Accounting.  The records contain computer generated reports for:  work order edits (locates errors in the batch due to incorrect entry); work order output (listing of all transactions keyed in during the week); work order MDC output (listing of all materials received from Material Distribution Center); and listing of monies transferred from Building Maintenance fund to MDC fund.  This report was discontinued as of April 30, 1991.

Procedure

Dispose of accumulation providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated and providing all administrative value has expired.

Contact Us

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