OFFICE OF THE TREASURER AUTHORIZATION NO. 41-109

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  1. Trust Funds Files
  2. Cash Management Files
  3. Banking Depository Agreements
  4. Investment Manager Agreements/Working Papers
  5. Bond and Capital Project Notes Transcript of Proceedings
  6. Daily Cash Packets

 

ITEM NUMBER

1. Trust Funds Files

These files document gift instruments for various trust fund accounts and contain informational data necessary to manage such accounts including any special provisions or requirements specified in the original gift.

Authorized Retention:   

Retain pertinent documents of security and transaction records for period of reference value not to exceed five (5) years from end of trust, then transfer to Archives provided a digital copy has been made and a method in place to preserve the digital records.  Retain permanently.

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2. Cash Management Files

These files document various data and reference material used by Office of the Treasurer to fulfill its day-to-day reporting responsibilities to the University including general investment pools, government securities quotation lists, banking statements, investment policy, investment distribution, statement of cash balances, general correspondence, portfolio performances, excerpts of Missouri Statutes regarding security purchases, etc.

Authorized Retention:

Retain for period of reference value not to exceed ten (10) years, then destroy.

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3. Banking Depository Agreements

These files document the original agreements made with various banks on certificates of deposit and copies of agreements made on demand deposits (the original agreements on demand deposits are retained by Office of the Treasurer) and include various material regarding compliance.

Authorized Retention: 

Retain for five (5) years after the expiration date, then destroy.

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4. Investment Manager Agreements/Working Papers

These files document expired or terminated contracts between the University and managers hired to invest endowment and retirement funds, correspondence, copies of paid bills for services rendered.

Authorized Retention: 

Retain for five (5) years after termination date, then destroy.

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5. Bond and Capital Project Notes Transcript of Proceedings

These files are legal documents which include, but are not limited to, trust agreements outlining the terms of the bonds, continuing disclosure requirements, preliminary and final official statements, and various original signature documents signed by all parties to the transactions.

Authorized Retention:

 Retain for a period of thirty-three (33) years, or for as long as the issue or subsequent refinancing remains outstanding, then review for permanent disposition.

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6. Daily Cash Packets

These documents are daily cash sheets and supporting receipts and confirmations.

Authorized Retention:

Retain for a period of thirty-three (33) years, or for as long as the related bond issue or subsequent refinancing remains outstanding, then review for permanent disposition.

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This authorization supersedes Records Retention Authorization 82-06.    

 

 

 

 

 

 

 

 


Reviewed 2012-08-08.