Series Title (Agency Series #): Description, Retention (Legal Citation)

Adopted Department Budget (SS2-013): Records documenting the final annual financial plan approved by a department body for all expenditures. Information may include budget message, financial summaries, revenues and expenditures, operating programs, debt service, position and wage analysis, overhead allocations, organization charts, previous actual and budgeted amounts, and related data. Duplicate copies should be retained as needed.
Retention: Retain 10 years. (MOAR 166-150-0110(7))

Budget Preparation Records (SS2-004): Records documenting the preparation of department budget requests presented to the specified governing body. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(8))

CAAPCare Accounting Records (SS2-012): Documents revenue and expenditures for the county CAAPCare system. Records include expenditure and revenue reports, correspondence, direct pay reports, Centers for Medicare & Medicaid Services (CMS) reports, service delivery forms, billing summaries, payment authorizations, and related records.
Retention: Retain 5 years. (MOAR OAR 166-150-0110(1, 2))

CAAPCare Payment Vouchers (SS2-011): Documents all payments made to contracted service providers for services provided through the CAAPCare program. Records include payment vouchers, copies of invoices, insurance claim forms, supporting documentation for claims, documentation that verifies authorization to receive payment, accounting reports, payment receipts, and related documentation.
Retention: Retain 5 years. (MOAR 166-150-0110(1))

Contract Payment Vouchers (SS2-001): Documents all payments made to contracted service providers under all DCHS programs. Records include payment vouchers, copies of invoices, insurance claim forms, supporting documentation for claims, documentation that verifies authorization to receive payment, accounting reports, payment receipts, and related documentation.
Retention: Retain 5 years. (MOAR 166-150-0110(1))

Correspondence, Ephemeral (SS2-010): Series documents communications received or sent which do not contain significant information about a county's programs or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))

Correspondence, Financial (SS2-008): Correspondence, memoranda, and similar records which add significant information about the financial status of the department. May be useful for audits or for recovering money owed to the agency. Includes letters sent and received, memoranda, notes, and related records.
Retention: Retain 5 years. (MOAR 166-150-0005(8))

Correspondence, General (SS2-009): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))

Deposit Notices (SS2-006): Documents funds received and deposited to DCHS accounts. Includes a copy of cash received journal, copy of check or money order, deposit check off list, register tape, deposit slip, and related records. Information includes bank name, date, amount deposited, account/fund information, and signature.
Retention: Retain 5 years. (MOAR 166-150-0110(2))

Expenditure And Revenue Reports (SS2-005): Records documenting details of transactions such as those related to receipts and expenditures on a daily, monthly, quarterly or similar basis. Includes reports that document account revenue and expenditures in order to provide backup documentation to the general ledger. May include details of revenues, expenditures, encumbrances, cash receipts, warrants, and others. Information often includes date, payee, purpose, fund credited or debited, check number, and similar or related data.
Retention: Year-end (month 13) reports: retain 10 years; other reports: retain 5 years. (MOAR 166-150-0110(23c))

Grant Accounting Records (SS2-007): Documents revenues received from state and federal grants for funding of DCHS program activities. Records include copies of journal vouchers, contracts, contract approval forms, invoices, payment memorandum (which indicate source of funding, amounts, accounting codes, and service elements), notification of plan approval (which indicate approved programs and funding amounts), budget summary statements (which indicate budgets, funds released, actual amounts spent or obligated, and unspent balances), Treasury receipts, reimbursement claims to granting agencies, evaluation documentation, grant award documentation, and related records.
Retention: Retain 5 years. (MOAR 166-150-0110(17))

Petty Cash Records (SS2-002): Documents authenticating petty cash purchases and requesting reimbursement from department for petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment.
Retention: Retain 5 years. (MOAR 166-150-0110(20))

Travel Expense Records (SS2-003): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. Includes expense reports and receipts, vouchers, requests, authorizations, and related documents. Retention applies to private vehicle usage as well. Information often includes estimated costs, prepayments, final costs, destination, method of transportation, travel dates, approval signatures, and related data.
Retention: Retain 5 years. (MOAR 166-150-0110(24))