University Programming and Activities Huskie Bus Line

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Budget and Fiscal Administration Files

Arranged By:   Chronological and by line item
Application Number:   89-26
Item Number:   200.01

Purpose

This record series consists of duplicate purchase requisitions, purchase orders, check requests, invoices, bills, vouchers, budget printouts and receipts for huskie Line bus passes purchased by non-students.  The originals of these documents are maintained in the Accounting, Purchasing, and 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.

General Administrative Correspondence and Reference Files

Arranged By:   Chronological
Application Number:   89-26
Item Number:   200.02

Purpose

This record series consists of general administrative correspondence and reference files of the Programming and Activities Office containing (in addition to correspondence) copies of reports, passenger counts, bus route maps, etc.

Procedure

Retain in office for three (3) years, then dispose of providing all administrative value has expired.

Huskie Line Bid Specifications

Arranged By:   Chronological
Application Number:   89-26
Item Number:   200.03

Purpose

This record series consists of duplicate bid specifications for the Huskie Line bus service, which are determined by the University Programming and Activities Office and sent out to prospective bidders by the Purchasing Office.  These specifications are drawn up once every five (5) years and the originals are maintained by the Purchasing Office.

Procedure

Retain in office for five (5) years after bid for service is accepted, 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.

Huskie Line Contracts

Arranged By:   Chronological
Application Number:   89-26
Item Number:   200.04

Purpose

This record series consists of duplicate contracts between the University and the bussing company which runs the Huskie Line bus service.  These contracts consist of overall service contracts with the company which run for five years along with yearly contracts which are signed to cover specific details. Original contracts for the bus line are maintained by the University Legal Counsel.

Procedure

Retain in office for five (5) years following fulfillment of contractual obligation, 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.

Mass Transit Board Meeting Minutes

Arranged By:   Chronological
Application Number:   89-26
Item Number:   200.05

Purpose

This record series consists of minutes of Mass Transit Board meetings.  This board, which is composed entirely of students and ad hoc faculty/staff, serves as the governing and policy making committee for the Huskie Bus Line.

Procedure

Retain in office for five (5) years or until administrative value has expired, whichever is longer, then transfer to the University Archives for permanent retention.

Contact Us

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