Office of the Chief Information Officer

United States Department of Agriculture

Financial Management and Reporting Records

Financial management and reporting administrative records. Records related to managing financial activities and reporting. Records include:

  • correspondence
  • subject files
  • feeder reports
  • workload management and assignment records

Retention

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

GRS or Approved Records Schedule

GRS 1.1, Item 001

Disposal Authority

DAA-GRS-2016-0013-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Financial transaction records related to procuring goods and services, paying bills, collecting debts, and accounting. Many records included in this item are maintained by accountable officers to account for the availability and status of public funds, and are retained to enable GAO, Office of Inspector General, or other authority audit. Financial transaction records include those created in the course of procuring goods and services, paying bills, collecting debts, and accounting for all finance activity.

Retention

Destroy 6 years after final payment, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 010

Disposal Authority

DAA-GRS-2013-0003-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Bids and proposals neither solicited nor accepted.  - Bids and proposals that are both unsolicited and the subject of no further agency action.

Retention

Destroy when no longer required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 012

Disposal Authority

DAA-GRS-2016-0001-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Federal Procurement Data System – Correspondence and reports.  Data submitted to the Federal Procurement Data System (FPDS).  Electronic data file maintained by fiscal year, containing unclassified records of all procurements, other than small purchases, and consisting of information required under 48 CFR 4.601 for transfer to the FPDS.

Retention

Destroy or delete when 6 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 013

Disposal Authority

DAA-GRS-2016-0001-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Records supporting compilation of agency financial statements and related audit, and all records of all other reports.
Includes records such as:

  • schedules and reconciliations prepared to support financial statements
  • documentation of decisions re accounting treatments and issue resolutions
  •  audit reports, management letters, notifications of findings, and recommendations
  • documentation of legal and management representations and negotiations
  • correspondence and work papers
  • interim, quarterly and other reports

Retention

Destroy 2 years after completion of audit or closure of financial statement/accounting treatment/issue, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 020

Disposal Authority

DAA-GRS-2013-0003-0011

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Cost accounting for stores, inventory, and materials – Records providing accountability for receipt and custody of materials and showing accumulated cost data, including direct and indirect cost of production, administration, and performance of program functions.

Retention

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

GRS or Approved Records Schedule

GRS 1.1, Item 040

Disposal Authority

DAA-GRS-2013-0003-0012

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Construction Contractors’ Payroll - Correspondence, reports, and forms.

Retention

Destroy 3 years after completion of contract or conclusion of contract being subject to an enforcement action, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 050

Disposal Authority

DAA-GRS-2013-0003-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Contract appeals case files. Records of contract appeals arising under the Contracts Dispute Act. Includes:

  • notice of appeal
  • acknowledgment of notice
  • correspondence
  • copies of contracts, plans, specifications, exhibits, change orders, and amendments
  • hearing transcripts
  • documents received from concerned parties
  • final decisions
  • other related papers

Retention

Destroy 1 year after final resolution, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 060

Disposal Authority

DAA-GRS-2016-0001-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Vendor and bidder information. Documentation of approved, suspended, and debarred vendors and bidders.  Records of suspensions and debarments for violation of the Drug-Free Workplace Act.

Retention

Destroy 5 years after removal from approved status, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 070

Disposal Authority

DAA-GRS-2016-0001-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Vendor and bidder information. Documentation of approved, suspended, and debarred vendors and bidders.  Records of all other suspensions and debarments and all approved vendors and bidders.

Retention

Destroy 3 years after removal from approved status, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 071

Disposal Authority

DAA-GRS-2016-0001-0005

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Administrative claims by or against the United States. Records of monetary or property claims by the United States subject to the Federal Claims Collection Standards, completed or closed by:

  • payment in full
  • compromise agreement
  • termination of collection action
  • determination that money or property is not owed to the United States
  • approval or denial of claim waiver for erroneous payment of pay, travel, or relocation expenses to a civilian Federal employee or a member or former member of the uniformed services or the National Guard
  • lifting of court order Also, records of monetary claims against the United States, completed or closed by
  • disallowance in full
  • allowance in full or in part with final payment awarded
  • settlement, compromise, or withdrawal
  • lifting of court order

Retention

Destroy 7 years after final payment, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.1, Item 080

Disposal Authority

DAA-GRS-2017-0005-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Grants – Material pertaining to the transfer of money or property to assist recipients to accomplish a public purpose authorized by statute, including all formula, project, or other grants, cooperative agreements, and cost sharing arrangements not specifically described elsewhere.

Retention

Destroy 5 years after case file is closed.

GRS or Approved Records Schedule

N1-16-87-1, Item 2450

Disposal Authority

N1/016/87/1/2450

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Reports, Accounting and Financial Management – Use for financial management/accounting reports.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2100-5

Disposal Authority

N1/016/84/1/2100/5

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Accounting Systems – Material pertaining to accounting systems approved by GAO, management advisory services for financial systems, monitoring system development processes, and coordination of accounting system regulations.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2110

Disposal Authority

N1/016/84/1/2110

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Financial Systems – Material that documents USDA-wide accounting and reporting systems, e.g., an Accounting Systems Library.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2110-1

Disposal Authority

N1/016/84/1/2110/1

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Cash Management – Material that pertains to the effective management of the government’s cash, which encompasses cash advances and cash held outside the cash account of the Treasury.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2120

Disposal Authority

N1/016/84/1/2120

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Debt Management – Material that pertains to the effective management of amounts owed to the government, which includes analyzing the status of government receivables in terms of delinquencies, age of delinquencies, write-offs, and expected future losses.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2130

Disposal Authority

N1/016/84/1/2130

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Liabilities – Correspondence and reports pertaining to liabilities.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2140

Disposal Authority

N1/016/84/1/2140

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Revenues – Correspondence and reports pertaining to revenues.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2150

Disposal Authority

N1/016/84/1/2150

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Cost Distribution – Material pertaining to the proration of Departmental centralized expenses distributed to the agencies.

Retention

Destroy 5 years after close of FY covered by budget.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2160

Disposal Authority

N1/016/84/1/2160

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Working Capital Fund – General material that pertains to the Working Capital Fund.

Retention

Destroy 3 years after close of FY covered by budget.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2160-1

Disposal Authority

N1/016/84/1/2160/1

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Planning, Development, and Approval – Material pertaining to Working Capital Fund budget preparation, planning, and final approved budgets.

Retention

Destroy 5 years after close of FY covered by budget.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2160-2

Disposal Authority

N1/016/84/1/2160/2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Management Council Cost Distribution – Material pertaining to the distribution of central agency billings (GSA, DOL) to Departmental agencies, FTS, SLUC, OWCP, etc.

Retention

Destroy 5 years after close of FY covered by budget.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2160-4

Disposal Authority

N1/016/84/1/2160/4

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Working Capital Fund Cost Distribution – Material pertaining to Working Capital Fund cost center expense distribution to user agencies of Printing Plant, Copier Services, etc.

Retention

Destroy 5 years after close of FY covered by budget.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2160-5

Disposal Authority

N1/016/84/1/2160/5

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Department Centralized Reimbursable Program Cost Distribution – Material pertaining to Departmental centralized costs or expenses made through special reimbursable accounts that are prorated to agencies, e.g., Office of Personnel Management training programs, and Health Services.

Retention

Destroy 5 years after close of FY covered by budget.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2160-6

Disposal Authority

N1/016/84/1/2160/6

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Cost Determination (A-76) – Material that provides a basis for efficiently using available resources in operating commercial and industrial-type activities. A-76 provides guidance in determining the least cost method (i.e., in-house or contracting out) for providing commercial/industrial services.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2170

Disposal Authority

N1/016/84/1/2170

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Property Accounting – Material pertaining to property accounting.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2180

Disposal Authority

N1/016/84/1/2180

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Fiscal Irregularities – Material pertaining to accounting authorization irregularities.

Retention

Destroy when 15 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 2240-1-3

Disposal Authority

N1/016/84/1/2240/1/3

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Financial Reviews – Material pertaining to Working Capital Fund reviews, summary reviews, and individual cost centers reviews of a financial nature.

Retention

Destroy 5 years after close of FY covered by budget.

GRS or Approved Records Schedule

NC1-16-87-1, Item 2160-3

Disposal Authority

N1/016/87/1/2160/3

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017