AGENCY: Department of Government Operations. Division of Finance. Accounting Operations

SERIES: 8380
TITLE: Bi-monthly input transaction file
DATES: 1984-1996.
ARRANGEMENT: None

DESCRIPTION: This provides the basic information for the system to process cancelled warrants. The source of this information can be the agency for whom the warrant was written, pre-auditors in Finance who have caught an overpayment or a duplicate payment, or a vendor. The check is usually forwarded to Finance with a cancellation explanation. It produces two electronic documents known as TC50's and TC52's entered as batches. This is part of the Warrant Cancellation System. This file includes an administrative letter of transmittal from the sender describing the action to be taken, the warrant to be cancelled, and the control number which is essentially the batch on which the check was processed.__The electronic record contains TC 50's, TC 52's, voucher number, vender number, departmental number, funding source data, and dollar totals for the entire batch that is processed.

RETENTION

Retain for 5 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1986

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

Computer data files: Retain in Office until no longer administratively valuable and then erase.

APPRAISAL

Administrative

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