Office of the Chief Information Officer

United States Department of Agriculture

Budgeting Records

Budget execution records. Records offices create and receive in the course of implementing and tracking an appropriation. Includes:

  • allotment advice, revisions, and ceiling limitations
  • apportionments and reapportionments
  • obligations under each authorized appropriation
  • rescissions and deferrals
  • operating budgets
  • outlay plans
  • fund utilization records
  • fund reviews
  • workforce authorization and distribution
  • continuing resolution guidance
  • calculations
  • impact statements
  • related records

Retention

Destroy 6 years after close of fiscal year, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.3, Item 020

Disposal Authority

DAA-GRS-2015-0006-0002

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


Budget reports.  Standard Form 133, Report on Budget Execution and Budgetary Resources, or equivalent.  Periodic status reports on agency’s proposed rate of expenditure, appropriations, obligations, apportionments and outlays.

Retention

Destroy when 5 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.3, Item 030

Disposal Authority

DAA-GRS-2015-0006-0003

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017

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Budget Reports, Other - Correspondence and all other reports.

Retention

Destroy when 3 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.3, Item 031

Disposal Authority

DAA-GRS-2015-0006-0004

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


Budget preparation background records. Preliminary budget estimates, justifications, cost statements, narrative statements, rough data, and similar materials from internal agency components (individual offices, divisions, programs, etc.) for use in preparing annual, agency-wide budget requests.

Retention

Destroy when 2 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.3, Item 041

Disposal Authority

DAA-GRS-2015-0006-0006

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


Budget administration records.  Records documenting administration of budget office responsibilities.  Includes:

  • correspondence relating to routine administration, internal procedures, and other day-to-day matters
  • records monitoring expenditures under approved budget allocations
  • records of financial controls maintenance
  • spreadsheets and databases tracking income, expenditures, and trends
  • work planning documentation
  • cost structure and accounting code lists
  • feeder and statistical reports
  • related correspondence

Retention

Destroy when 3 years old, but longer retention is authorized if required for business use.

GRS 1.3, Item 050

Disposal Authority

DAA-GRS-2015-0006-0007

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017

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