46 Pa. Code § 15.57 - General financial and purchasing records
General financial and purchasing records shall be maintained as follows:
(1)
Account distribution summaries.
(i)
Weekly/monthly. Retain
these records 3 years.
(ii)
Year-end. Retain these records 7 years.
(2)
Accounts payable files and
ledgers. Retain these records 7 years.
(3)
Accounts receivable files and
ledgers. Retain these records 7 years.
(4)
Annual budget reports, submitted
to the Department of Community Affairs. Retain these records 5
years.
(5)
Annual budgets
and related records. Retain one copy of the annual budget permanently.
Retain duplicate copies as long as of administrative value. Retain other
related papers 7 years.
(6) Audit
reports including annual audit and financial reports submitted to the
Department of Community Affairs and other audit reports submitted to the
municipality by an independent, appointed auditor. Retain these records
permanently.
(7)
Audit
workpapers. Retain current plus 3 prior audit cycles.
(8)
Balance sheets. Retain
these records 7 years.
(9)
Bank statements and reconciliations. Retain these records 3
years.
(10)
Bills
. Retain these records 7 years.
(11)
Cancelled checks.
Retain these records 7 years.
(12)
Check registers. Retain these records 7 years.
(13)
Daily cash records.
Retain these records 3 years.
(14)
Deposit slips. Retain these records 3 years.
(15)
Depreciation schedules
. Retain these records for the life of the equipment plus 3 years.
(16)
Expense reports-employe
. Retain these records 7 years.
(17)
Financial statements.
(i)
Periodic. Retain these
records until final completion of audit.
(ii)
Certified. Retain these
records permanently.
(18)
General ledger analyses . Retain these records 7
years.
(19)
Investment
records. Retain these records 6 years after cancellation.
(20)
Invoices. Retain these
records 7 years.
(21)
Purchase order files. Retain these records 7 years.
(22)
Supply requisitions.
Retain these records 2 years.
(23)
Surplus property records.
(i)
Logs. Retain these
records until superseded or obsolete.
(ii)
Sale files. Retain
these records 3 years.
(24)
Utility and paid service
receipts. Retain these records 7 years.
(25)
Vendor files. Retain
these records until superseded or obsolete.
(26)
Voucher files. Retain
these records 7 years.
(27)
Warrants. Retain these records 7 years.
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