North Dakota School Boards Association



North Dakota School District Finance Records Retention ScheduleBoard RecordsSeries NameDescriptionRetention PeriodDestruction/Preservation MethodRecord AdministratorElection RecordsBoard Election Ballots (Including Absentee)Retain one copy permanently; ballots completed by voters retain 22 months ShredBusiness ManagerBoard Election Notices45 days after electionRecycleBusiness ManagerCertificate of electionRetain for 10 yrs after CFYSend to state archivesBusiness ManagerElection Official Oaths45 days after electionRecycleBusiness ManagerOath of OfficeRetain for entire term of office + 6yrsSend to state archivesBusiness ManagerPetitions: Recall and Election10 yrs from date approvedSend to state archivesBusiness ManagerPoll Books10 yrs from date of electionSend to state archivesBusiness ManagerPoll Tallies10 yrs from date of electionSend to state archivesBusiness ManagerStatement of Interest (SFN 10172)10 yrs after CFYRecycleBusiness ManagerMeeting RecordsBoard MinutesPermanently N/aBusiness ManagerCommittee Meeting MinutesRetain for 10 yrs after CFYSend to state archivesBusiness ManagerExecutive Session TapesMinimum of 6 months; 6 yrs if the executive session was related to contract negotiations, nonrenewal, discharge, or expulsionDestroyBusiness ManagerMeeting AgendasRetain for 10 yrs after CFYSend to state archivesBusiness ManagerMeeting Packets Retain for 10 yrs after CFYSend to state archivesBusiness ManagerTraining RecordsNew Board Member Training VerificationTerm of office +6 yrsRecycleBusiness ManagerBoard Member Service Award Tracking1 yr after awardedOffer to board member then recycleBusiness ManagerOperational Documents and AgreementsAnnexation, Reorganization, and Dissolution Committee MaterialPermanentlyN/a; file copy with state archivesBusiness ManagerAnnexation, Reorganization, and Dissolution Plans/AgreementsPermanentlyN/a; file copy with state archivesBusiness ManagerBudgets (Proposed and Approved)See “Finance Records” SectionCo-Op AgreementsLife of agreement + 6 yearsRecycleBusiness ManagerJoint Powers AgreementsPermanentlyn/aBusiness ManagerBoard Correspondence 3 yrs after CFYRecycleBusiness ManagerPolicies6 years from date rescindedRecycle Business ManagerHuman Resources RecordsSeries NameDescriptionRetention PeriodDestruction/Preservation MethodRecord AdministratorBenefits Records (Excluding Leaves)403 B Annuity Billings/ Payment Confirmation5 yrs after separationShredBusiness ManagerCertificates of Insurance6 yrs after final actionShredBusiness ManagerBenefits Bills (e.g., BCBS bill, AFLAC bill)6 yrs after plan yrShredBusiness ManagerCOBRA Forms 6 yrs after final actionShredBusiness Manager COBRA payments6 yrs after final actionShredBusiness ManagerFlex Benefit/125/ Cafeteria Plan Application Form5 yrs after separationShredBusiness ManagerFlex Benefit/125/ Cafeteria Plan Billings6 yrs after plan’s terminationShredBusiness ManagerInsurance Applications (Medical, Vision, Aflac, Dental, Etc.)5 yrs after separationShredHR Director or Business ManagerInsurance Monthly Statements6 yrs from date paidShredHR Director or Business ManagerPERS Defined Benefit Retirement Membership Application (SFN 2561)1 year after separation Contact PERS to ensure info is on file, then shredBusiness ManagerPERS Designation of Beneficiary for Group Retirement Plan (SFN 25060)1 year after separation Contact PERS to ensure info is on file, then shredHR DirectorPERS Monthly Report of Contributions1 year after separation ShredBusiness ManagerTFFR Member Action Form (SFN 5098)1 year after separation Contact TFFR to ensure info is on file, then shredBusiness ManagerTFFR Member Certification (SFN 11732)1 year after CFYShredBusiness ManagerTFFR Monthly Report of Contributions5 yrs after createdContact TFFR to ensure info is on file, then shredBusiness ManagerTFFR Notice of Termination (SFN 17144)5 yrs after separationContact TFFR to ensure info is on file, then shredBusiness ManagerWaiver of Insurance5 yrs after separation ShredBusiness ManagerEmployment Contracts and Rehiring FormsEmployee Work Agreement6 yrs after separationShredHR Director or SuperintendentEmployment Contracts6 yrs after separationShredBusiness ManagerNegotiated Agreements (including Salary Schedules)6 yrs after separation of last employee covered by the agreement (e.g., last teacher hired in 1980 retires in 2015; retain 1980 negotiated agreement until 2021)RecycleBusiness ManagerEmployment HistoryDates of employment, pay changes, dates of actions taken such as transfers, promotions, disciplinary measures50 yrs after separationShredHR Director or Business ManagerHiring RecordsCover Letters6 yrs after hiring decisionRecycle or shred (if contains ss#)Superintendent or HR DirectorCriminal History Records6 yrs after hiring decision (if not hired); 6 yrs after separation if hiredShredRecord AdjudicatorCredit Checks2 yrs after selection processShredSuperintendent or HR DirectorDriver’s License Copy1 yr after date of termination ShredBusiness ManagerDriving Record CheckUntil updated or 6 yrsShredSuperintendent or HR DirectorEmployment ContractsSee series labeled “Employment Contracts”ShredSuperintendent or HR DirectorJob Advertisement6 yrs after hiring decisionRecycleHR Director, Superintendent, or Business ManagerJob Application6 yrs after hiring decisionShredHR Director or Business ManagerJob Description6 yrs after separationRecycleHR DirectorJob Service New Hire Report1 yr after submissionShredHR Director/ Business ManagerI-94 yrs after CFY or 3 yrs after separation (whichever is longer)ShredBusiness ManagerInterview Notes6 yrs after hiring decisionShredHR DirectorInterview Questions6 yrs after hiring decisionRecycleHR DirectorOffer of Employment Letter6 yrs after separationShredBusiness Manager or HR DirectorOrientation Checklist6 yrs after separationRecycleHR Director, Business Manager, or PrincipalReference Check Information/ Notes (e.g., Verification of Employment)6 yrs after decision to hireShredBusiness ManagerReference Letters/Checks6 yrs after decision to hireShredBusiness ManagerRejection Letter (Employment)6 yrs after issuingRecycleHR Director, Business Manager, or SuperintendentResumes6 yrs after decision to hireShredHR Director, Business Manager or SuperintendentSocial Security Card (copy)1 year after separation ShredBusiness ManagerSocial Security Verification6 yrs after separationShredBusiness ManagerLeave RecordsConference/Seminar Registration InformationCFY +4yrsRecycleBusiness ManagerFMLA Forms5 yrs after separationShredBusiness Manager or HR DirectorLeave Balance Reports3 yrs from date of creationShredBusiness Manager or HR DirectorLeave Request Forms (other than FMLA)(includes sick bank)5 yrs after separationShredBusiness ManagerTravel Authorization Request/Approval FormCFY +4 yrsShredBusiness ManagerTravel Reimbursement Log/ReportsCFY +4 yrsShredBusiness ManagerLicenses and Academic RecordsAcademic Records/ TranscriptsUntil updated; destroy upon separation ShredBusiness Manager or HR DirectorTeacher License (Copy)Until updated and 1 yr after separationShredBusiness Manager or HR DirectorMedical, Drug Testing, and WSI RecordsDrug Testing7 yrs after separationShredHR Director or building administratorCertificate of Fitness for Duty (Bus Drivers)Until new certificate is received; upon separation retain final certificate for 6 yrsShredHR Director, Facilities Manager, or Business ManagerMedical Release to Return to Work6 yrs after separationShredHR Director or Business ManagerMedical Records6 yrs after separationShredHr. Director or Business ManagerPhysical Exam RecordsUntil updated or 6 yrs after separation ShredHR DirectorWSI Annual ReportCFY +2 yrsShredBusiness ManagerWSI Claims4 yrs after final action ShredBusiness ManagerPayroll RecordsNOTE: Review the “Employment History” series before destroying any records listed in this series941 Federal Tax Form/EFTPS5 yrs after separation of all employees on reportShredBusiness Manager1099s 13 years after CFYShredBusiness ManagerAnnual Payroll Report (for Annual Financial Report)Business ManagerChild Support Enforcement Reporting5 yrs after separationShredBusiness ManagerDeductions Register (by Deduction and by Employee)5 yrs after separationShredBusiness ManagerDirect Deposit Information and Authorization FormsDuration of employment or until new authorization forms are providedShredBusiness ManagerDirect Deposit RegisterCFY +4 yrsShredBusiness ManagerEmployee Lifetime Wages Report6 yrs after separation ShredBusiness ManagerGarnishments5 yrs after separationShredBusiness ManagerPay Period Entries for Taxable Reimbursement5 yrs from date createdShredBusiness ManagerPayout of Remaining Leave upon Separation5 yrs after separation RecycleBusiness ManagerPayroll Registers5 yrs after all employees listed have separated employmentRecycleBusiness ManagerPayroll Register Totals5 yrs after created ShredBusiness ManagerPayroll Schedules5 yrs after separation of last employee covered by the schedule (e.g., last employee hired in 1980 retires in 2015; retain 1980 payroll schedule until 2020)RecycleBusiness ManagerState Income Tax Quarterly Reports13 yrs after CFYShredBusiness ManagerTax Deduction Register13 yrs after CFYShredBusiness ManagerTimecards6 yrs after separationRecycle Business Manager or HR DirectorTimecard Reports5 yrs after createdShredBusiness ManagerTravel ReimbursementCFY +4 yrsShredBusiness ManagerUnion Dues List5 yrs from date createdShred if contains confidential info; otherwise recycleBusiness ManagerVerification of Wages to Employees6 yrs after separation ShredBusiness ManagerVoluntary Salary Deduction/ Reduction Agreements5 yrs after separation ShredBusiness ManagerW-2 Forms13 yrs after CFYShredBusiness ManagerW-4 Forms13 yrs after CFYShredBusiness ManagerW-9 forms13 yrs after CFYShredBusiness ManagerWage and Batch Totals Listing DeductionsCFY +4 yrsShredBusiness ManagerPerformance Records NOTE: Review the “Employment History” series before destroying any records listed in this seriesAwards/Honors Records6 yrs after separationShredBusiness ManagerClassroom Observation Notes2 school yrs; if used for purposes of nonrenewal, retain 6 yrs after separationRecycleEmployee’s supervisor (principal or supt.)Evaluations6 yrs after separation ShredHR Director or Business ManagerHandbook Receipt Verification6 yrs after separationRecycleBusiness Manager or HR DirectorImprovement Plans6 yrs after separationShredHR DirectorNonrenewal Notices6 yrs after separation RecycleBusiness Manager or HR DirectorPre-Observation Teacher Form2 school yrs; if used for purposes of nonrenewal, retain 6 yrs after separationShredPrincipal or supervisorTraining Records6 yrs after separationShredHR Director or Business ManagerProfessional Development Verification6 yrs after separation ShredSuperintendentWarnings/Write Ups6 yrs after separation ShredHR Director or employee’s supervisorSeparation and Unemployment RecordsCOBRA Forms 6 yrs after final actionShredBusiness Manager COBRA Payments6 yrs after final actionShredBusiness ManagerEarly Retirement Agreement6 yrs after final payment made under agreementShredBusiness ManagerEmployee Contact Information FormDuration of recall rights (for RIF’d teacher);1 yr after updated or separationShredHR Director or Business ManagerExit Checklist6 yrs after separationShredHR DirectorExit Interview Form6 yrs after separationShredHR DirectorLetter of Resignation6 yrs after separation ShredSuperintendent or HR Director Nonrenewal Notices6 yrs after separation RecycleBusiness Manager or HR DirectorPayout of Remaining Leave upon Separation5 yrs after separation RecycleBusiness ManagerTFFR/PERS RecordsSee “Benefits Records” SeriesUnemployment Quarterly Reports5 yrs from date createdShredBusiness ManagerFinance RecordsSeries NameDescriptionRetention PeriodDestruction/Preservation MethodRecord AdministratorAccounts PayableSee “Payroll Records” under the Human Resources sectionFederal grant retention recommendations are covered in a separate series.Purchasing records are covered in more detail in a separate series.Check stubs; Check Register; Canceled checks; Duplicate deposit slips; Financial software reports posting checks; Invoices and billings; journal entries6 yrs after CFYNOTE: Monthly reports containing information that will be printed on a year-end report may be destroyed 5 yrs after CFYNOTE: Keep records relating to property until the period of limitations expires for the year in which you dispose of the propertyShred documents with account numbers; recycle remaining documentsBusiness ManagerAccounts ReceivableFederal grant retention recommendations are covered in more detail in a separate series.Billing records; Journal entries; Receipt books; Records of delinquent accounts/collections ; Records of local, state, federal, and grant funds received; Revenue report5 yrs after CFYShred documents with account numbers; recycle remaining documentsBusiness ManagerAudits ReportsExternal independent and state auditors reports; internal audit reports documentation of auditing or review procedures applied, evidence obtained, and conclusions reached?5 years after CFYSend to state archiveBusiness ManagerBank RecordsACH notices; Annual interest statements (1099-INT); Bank account agreements/ signature card copies; Bank loan agreements; Bank reconciliations; Bank statements for all funds; Certificates of deposit; Deposit books;Pledged collateral/letters of credit – current & expired; Savings books5 years after CFYShredBusiness ManagerConstruction Bond RecordsAffidavit of signatures; BND commitment letter; Bond counsel opinion; Bond insurance documents; Bond resolution/results of sale; official statement; Certificate of debt capacity; Certificate of registrar; Closing certificate; County auditor’s certificate rating letter; Debt service schedule; Distribution list; DTC blanket issuer letter of representations; Initial resolution for the issuance bonds: resolution for debt limit increase; IRS form 8038-g; Notice of election and affidavit of publication; Notice of sale and affidavit of publication; Paying agent agreement; Resolution calling special election; Resolution canvassing returns; Resolution providing for the sale of bonds; Specimen bonds r-1 & r-19; Tax certificate; Underwriter’s certificate and receipt6 years after date of creationSend to state archivesBusiness ManagerBudget RecordsFederal grant retention recommendations are covered in more detail in a separate series.Approved annual budget; Budget hearing notice; Budget requests from departments/schools; Certification of levy; Tentative proposed budget; Working papers10 yrs from date of board approvalRecycleBusiness ManagerEnd of Fiscal Year Fixed Asset InventoryAnnual individual staff inventories listing all items; Fixed asset reports; Invoices of assets used in updating annual report listing item, cost and S/NAt least 3 years after CFY and until the period of limitations expires for the year in which you dispose of the propertyRecycleBusiness ManagerFinancial Reports (Monthly)Information listed here may duplicate information found under the accounts receivable and payable seriesAlso see “Payroll Records” under the Human Resources sectionAccount Inquiry report; Balance Sheet report; Bank reconciliation report; Cash receipt listing; Check registers; Entry file report; Expenditure summary report; Fund balance recap; Manual journal entry listing; Outstanding check listing; Revenue summary report; Trial balance report5 yrs after CFYShred documents with account numbers; recycle remaining documentsBusiness ManagerFederal Grant RecordsNote: School nutrition program is covered by a separate seriesAccounts payable records specific to federal grants; Action taken on federal and state grants awarded to the school district; Annual monitoring documents; Annual parent meeting minutes; Annual review meeting minutes; Approved budget; Assurance of time; Audit report; Bid documents; Consolidated application; Contracts; Correspondence; Filing guidelines; Inventory; Letter of intent; Mid-year/final financial reports; Professional development program approvals; Progress report; Project approval letters; Records of money spent as approved by the appropriate grantor; Reimbursement requests; Request for funds5 yrs after submission of final expenditure report, including any carryover funds or the last audit, monitoring, litigation activity—whichever is laterInsurance and Surety BondsAutomobile liability records; General liability records; property insurance records; employee bonds6 yrs after last actionShred Business ManagerPurchasing and P-Card RecordsRequisition forms; Purchase orders; Bid notices; Purchasing contracts; Monthly detail of charges; P-card holder employee agreement; Receipts to support the detail of charges; Vendor invoices5 years after CFYAny contract entered into should be retained for the life of the contract +6 yrsP-card holder agreement should be kept for the duration of employment +5 years; if the agreement is updated and signed annually, the old copy may be discardedShred documents with account numbers; recycle remaining documentsBusiness ManagerSchool Nutrition ProgramAnnual USDA commodity purchase report; Documentation verifying eligibility; Expenditures; Food vendor bids; Free/reduced meal applications; Meal payment receipts; Monthly meal count reports (to confirm claims); Program rates; Reimbursement claim reports; Reimbursement payment reports; USDA food invoices5 yrs from date created for all records showing expenditures/revenuesCFR +3 yrs for all other recordsShredSchool Nutrition Program Director, Business Manager, or Superintendent ................
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