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CASHIERS OFFICE AUTHORIZATION NO. 77-112

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  1. Returned and Unpaid Checks
  2. Collection Reports
  3. Collection Agency Inventories
  4. Student Bankruptcy Files
  5. Bad Debt Write-Offs
  6. Residential Life Reports
  7. Address Change Forms
  8. Restricted Credit Activity
  9. Enrollment Reports
  10. Non-Resident Tax Offset Credit
  11. Credit Holds & Released Holds
  12. Accounts Receivable Correspondence
  13. Paid Invoices (Mail Distribution)
  14. Monthly Billing Reports
  15. Overnight and Express Mail Receipts
  16. Summary/Statement of Accounts
  17. Collection Agency Invoices
  18. Returned Check Records
  19. Agreements
  20. Family and Student Housing/Apartment Records
  21. Returned 1098T Forms
  22. Account Receivable Purge
  23. Waiver Cards
  24. ACD Reports
  25. Cancellation Lists
  26. Enrolled Students With No Addresses
  27. Student Activity Fee Correspondence
  28. Exchange Program Records
  29. Medical and Veterinary Medicine Enrollment Records
  30. Non-Resident Alien Aid (NRA)
  31. Third Party Balancing Records
  32. Third Party Statements
  33. Refund Batches
  34. Credit Card Payment Records
  35. Table Changes
  36. CSAR Daily Balancing
  37. CSAR Daily Financial Transactions
  38. GSL Check Cards
  39. CSAR Monthly Reconciliation Reports
  40. Educational Assistance Forms
  41. Check Microfilm
  42. Master Cash Drawer Records
  43. Travel Advance Records
  44. Cashier Deposit Records
  45. Non-Resident Alien Withholding Records
  46. Check Stubs

 

ITEM NUMBER

1. Returned and Unpaid Checks

These records may include but are not limited to checks for student fees, payments to the Veterinary Hospital, conference payments and scholarship checks that did not clear.

Authorization Retention:

Retain for five years (5) or until paid, after paid, return to issuer of check.

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2. Collection Reports

These records are reports, forms and activities on students in the collections cycle, and copies of "changes on accounts at collections agency forms."

Authorization Retention:

Retain for two (2) years, then destroy.

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3. Collection Agency Inventories

These records are reports from collection agencies of students that have been placed with that agency.

Authorization Retention:

Retain for five (5) years, then destroy.

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4. Student Bankruptcy Files

These are records of notifications received in the Cashier’s Office on students filing bankruptcies and of those bankruptcies, which have been granted by the courts.

Authorization Retention:

Retain records for ten (10) years after the courts have approved bankruptcy, then destroy.

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5. Bad Debt Write-Offs

These records are write-off reports listing the students, write-off amount and transaction code and FBMO’s showing write-off amounts by FRS (Financial Records System) account code.

Authorization Retention:

Retain for ten (10) years and then destroy.

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6. Residential Life Reports

These are records of reports listing residential life assessment and activity CSARDA15 (Consolidated Student Accounts Receivable DA-daily).

Authorization Retention:

Retain for one (1) year and then destroy.

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7. Address Change Forms

 These are records of address change forms and returned bills with no other forwarding addresses.

Authorization Retention:

Retain for two (2) years and then destroy.

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8. Restricted Credit Activity

These are records of reports on restricted credit activity, such as percentage based credit and financial aid CSARDA30.

Authorization Retention:

Retain for six (6) months and then destroy.

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9. Enrollment Reports

These are records of reports on students with academic activity, but no financial enrollment or assessment CSARRP45.

Authorization Retention:

Retain for one (1) year and then destroy.

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10. Non-Resident Tax Offset Credit

These are records of applications for Missouri Non-Resident Tax Offset Credit and supporting documentation.

Authorization Retention:

Retain for five (5) years and then destroy.

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11. Credit Holds & Released Holds

These are records of hold credit forms with name, date, amount owed and reason for credit hold. Holds and bad debt write-off forms are sent to the Cashiers Office by other departments. Holds and bad debts paid in full are to be moved to the Released Hold file.

Authorization Retention:

A. Credit Holds Not Paid - Retain for (10) years, then destroy.

B. Release Holds - Retain Released Hold files for five (5) years, then destroy.

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12. Accounts Receivable Correspondence

These are records of correspondence to students.

Authorization Retention:

Retain for two (2) years and then destroy.

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13. Paid Invoices (Mail Distribution)

These are copies of CRR’s on miscellaneous accounts receivable checks, including copies of the mail log for unidentified checks and any supporting documentation.

Authorization Retention:

Retain for two (2) years and then destroy.

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14. Monthly Billing Reports

These are records of reports run at billing time listing students who have not paid the minimum payment and current students with holds on their accounts.

Authorization Retention:

Retain for six (6) months and then destroy.

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15. Overnight and Express Mail Receipts

These are records of receipts by Overnight and Express mail deliveries.

Authorization Retention:

Retain for two (2) years and then destroy.

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16. Summary/Statement of Accounts

These are records of the student’s accounts receivable transactions (CSARM030).

Authorization Retention:

Retain for fifteen (15) years and then destroy.

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17. Collection Agency Invoices

These are records of invoices from collection agencies and copies of vouchers.

Authorization Retention:

Retain for five (5) years and then destroy.

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18. Returned Check Records

These are copies of vouchers and CRR’s from returned check processing and worksheets from return check balancing.

Authorization Retention:

Retain for five (5) years and then destroy.

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19. Agreements

These are records of agreements made with students for purposes of enrollment and/or payments.

Authorization Retention:

Retain for five (5) years and then destroy.

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20. Family and Student Housing/Apartment Records

These are records of current and cancelled contracts on Family and Student housing, reports on monthly rent charges/credits for Family and Apartment Student housing (CSARM040) and damage reports on cancelled contracts.

Authorization Retention:

Retain for five (5) years after completion/cancellation of contract, then destroy.

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21. Returned 1098T Forms

The 1098T form is covered by System Payroll Office Authorization 41-106.

Authorization Retention:

Returned 1098T forms are to be retained one year in the Cashiers Office, and then transferred to the System Payroll Office where the forms from the campuses are consolidated into one alphabetical file and retained for an additional four (4) years. Total retention time is five (5) years.

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22. Account Receivable Purge

These are records of reports on student accounts receivable that have been purged.

Authorization Retention:

Retain for five (5) years and then destroy.

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23. Waiver Cards

These are records of cards showing financial aid to be applied to a student’s account when the pending financial aid is not yet showing on the cashier’s computer.

Authorization Retention:

Retain for two (2) years and then destroy.

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24. ACD Reports

These are records of the Automated Call Distribution Center to show/print out daily reports showing length of calls, length of waiting periods, number of people who hung up before calls were answered, etc. for accounts receivable.

Authorization Retention:

Retain for six (6) months and then destroy.

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25. Cancellation Lists

These are records of the list of students whose classes were cancelled.

Authorization Retention:

 Retain for one (1) year and then destroy.

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26. Enrolled Students With No Addresses

These are records of students that enrolled with no addresses reports.

Authorization Retention:

Retain for six (6) months and then destroy.

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27. Student Activity Fee Correspondence

These are records of student correspondence to have activity, computing, and/or late fees removed.

Authorization Retention:

Retain for one (1) year, then destroy.

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28. Exchange Program Records

These are list of exchange students, correspondence from the international center, FBMO’s of FRS accounts for the exchange programs.

Authorization Retention:

Retain for five (5) years and then send to Archives for archival evaluation.

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29. Medical and Veterinary Medicine Enrollment Records

These are a listing of student enrollments for Medical and Veterinary Medicine at the university.

Authorization Retention:

 Retain for two (2) years and then destroy.

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30. Non-Resident Alien Aid (NRA)

These are records of reports of taxable scholarships/fellowships provided to NRA’s.

Authorization Retention:

Retain for three (3) years and then destroy.

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31. Third Party Balancing Records

These are records of FBMO’s pertaining to third party accounts, detail of transaction activity for third party transaction codes, lists of sponsor receivables and CRR’s recording money received from sponsors.

Authorization Retention:

Retain for five (5) years and then destroy.

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32. Third Party Statements

These are records of statement copies sent to third party sponsors and associated correspondence.

Authorization Retention:

Retain for five (5) years and then destroy.

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33. Refund Batches

These are records of CSARWK10 and CSARWK20 reports listing students scheduled to receive a refund from CSAR; batch detail inquiry screens listing students receiving credit card refunds.

Authorization Retention:

Retain for two (2) years and then destroy.

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34. Credit Card Payment Records

These are records of coupons from the lockbox of credit card payments, list of TTVR credit card payments, slips from close out of credit card machines and credit card payments taken on front line.

Authorization Retention:

Retain for three (3) years and then destroy.

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35. Table Changes

These are records of documentation on table changes in which dollar amounts that students are charged for classes and other available options, such as yearbooks, are input into tables that are read by the computer programs. Many fees for classes and other options changes yearly.

Authorization Retention:

Retain for two (2) years and then destroy.

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36. CSAR Daily Balancing

These are records of the CSARDA40 report and associated daily balancing worksheets for balancing accounts receivable account codes.

Authorization Retention:

Retain for five (5) years and then destroy.

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37. CSAR Daily Financial Transactions

These are records of journal rolls of daily financial transactions through the front line core system, batch entries (charges and credits to student accounts), reports of daily monies received through lockbox and reports of daily financial transactions with credit cards.

Authorization Retention:

 Retain for five (5) years and then destroy.

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38. GSL Check Cards

These are records of students who have come into the Cashiers Office and endorsed their scholarship or miscellaneous loan check. Cards include the students’ signature, date and amount of scholarship or miscellaneous loan.

Authorization Retention:

Retain for five (5) years and then destroy.

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39. CSAR Monthly Reconciliation Reports

These are records of monthly reconciliation of FRS and CSAR’s.

Authorization Retention:

Retain for five (5) years and then destroy.

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40. Educational Assistance Forms

These are records of the Employees’ Educational Assistance Program forms.

Authorization Retention:

 Retain for five (5) years and then destroy.

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41. Check Microfilm

These are cartridges of copies of checks processed by front line cashiers (student payments, MARS payments, checks cashed by employees, any check processed by the front line and sent to bank).

Authorization Retention:

Retain for five (5) years and then destroy.

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42. Master Cash Drawer Records

These are records of daily master cash drawer report slips for balancing master cash drawer, records of cash into and out of master cash drawer (vouchers, check stubs, cash release authorizations, petty cash purchase vouchers reimbursements, receipts for checks issued forms for hand-drawn and emergency checks, log of cash advances granted from master cash drawer).

Authorization Retention:

Retain for five (5) years and then destroy.

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43. Travel Advance Records

These are records of cash advancement for official travel expenses.

Authorization Retention:

 Retain for five (5) years and then destroy.

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44. Cashier Deposit Records

These are records of daily deposit slips from each front line cashier plus summary deposit.

Authorization Retention:

 Retain for five (5) years and then destroy.

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45. Non-Resident Alien Withholding Records

These are records of non-resident alien tax withholding records.

Authorization Retention:

 Retain for three (3) years and then destroy.

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46. Check Stubs

These are check stubs that have been signed by student when picking up refund check.

Authorization Retention:

Retain for two (2) years and then destroy.

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Supersedes Records Retention Authorization 73-46.

Reviewed 2012-06-25.