SECTION 375:8-5-3. State finance reports

(a)   Unless specifically provided otherwise by administrative rule, all state finance report records shall be retained in house until placed in permanent storage. Such documents shall be held in permanent storage for perpetuity. Once placed in permanent storage, all such documents stored in house may then be retained or destroyed at the discretion of the Director.

(b)   The following records shall be retained in house until placed in permanent storage. Such documents shall be held in permanent storage for perpetuity. Once placed in permanent storage, all such documents stored in house may then be retained or destroyed at the discretion of the Director.

(1)   Monthly computer printouts from the Office of State Finance listing the closing balances of all treasury accounts.

(2)   Monthly computer printouts from the Office of State Finance showing beginning account balances, receipts, disbursements, transfers, and ending balances for each OSBI fund.

(3)   Computer printout from Office of State Finance listing deposit totals for the current month and fiscal year.

(4)   Computer printout from Office of State Finance listing all deposits.

(5)   Copies of OSF Form PFT submitted to the Office of State Finance showing transfer activity between budgetary funds and the payroll fund (data includes fund, agency, account, sub-activity, transfer, debit and credit).

(6)   Journal entries by agency and fund.

(7)   Monthly computer printouts from the office of State Finance listing expenditures by object of expenditure sequence.

(8)   Computer printouts from the Office of State Finance listing agency expenditures by object code in fund sequence.

(9)   Monthly computer printouts from the Office of State Financing listing expenditures incurred within each agency fund and the amount.

(10)   Computer printouts from the Office of State Finance listing processed warrantless claims.

(11)   Computer printouts from the Office of State Finance listing expenditures pertaining to contractual services, i.e., legal, architectural, administrative, and consulting.

(12)   SEFA Transactions Report.

(13)   Computer printouts from the Office of State Finance listing statutory cancellation of warrants.

(14)   Monthly printout generated by Office of State Finance listing outstanding Purchase Orders.

(15)   Lapse Fund Advance Notice/Continuing Funds.

(16)   Cumulative quarterly computer printout from the Office of State Finance listing OSBI travel claims.

(17)   Cumulative monthly computer printout form the Office of State Finance listing expenditures against authorizations.

[Source: Added at 17 Ok Reg 2527, eff 6-26-00]