Or. Admin. Code § 166-200-0230

Current through Register Vol. 63, No. 12, December 1, 2024

Section 166-200-0230 - Accounting-Revenue

Accounting documents the financial transactions of the city to ensure the integrity, accuracy and control of city funds. Revenue documents the invoicing, cashiering and reconciliation of monies owed to the city.

(1) Accounts Receivable Records* - Minimum retention: 3 years after collected or deemed uncollectible.

(2) Check Conversion Records - Minimum Retention:

(a) Retain original paper instrument 120 days;

(b) Retain Automated Clearing House (ACH) transaction or Image Replacement Document (IRD), 6 years.

(3) Credit and Debit Receipts - Minimum Retention: Retain 3 years after transaction.

(4) Gift and Contribution Records - Minimum retention:

(a) For retention of conditional gift, contribution and donation records, see Contracts and Agreements in the Contracts section;

(b) All other records, retain 3 years.

(5) Investment Records - Minimum retention: 3 years after investment ends.

(6) Revenue Sharing Records* - Minimum retention: 3 years.

(7) Trust Fund Records - Minimum retention: Records not duplicated elsewhere in city records, retain 3 years after trust fund closed.

(8) Utility Bill Records - Minimum retention: 3 years.

(9) Utility Customer Security Deposit Records - Minimum retention: 3 years after refund or last action.

Or. Admin. Code § 166-200-0230

OSA 2-2014, f. & cert. ef. 8-7-14; OSA 1-2018, amend filed 02/01/2018, effective 2/1/2018; OSA 7-2018, minor correction filed 11/28/2018, effective 11/28/2018

Statutory/Other Authority: ORS 192 & 357

Statutes/Other Implemented: ORS 357.805 - 357.895 & ORS 192.005 - 192.170