OAR 166-200-0215
Accounting — Financial Reporting


Accounting documents the financial transactions of the city to ensure the integrity, accuracy and control of city funds. Financial Reporting is used to communicate the financial activities of the city to its staff, leadership and the general public.

(1)

Assessment Balance Reports — Minimum retention:

(a)

Annual reports or similar cumulative summaries, retain permanently;

(b)

All other reports, retain 3 years.

(2)

Assessment Dockets, Ledgers, and Registers — Minimum retention: 3 years after final payment.

(3)

Audit Reports, External Records — Minimum retention: Permanent.

(4)

Balance Status and Projection Reports — Minimum retention: 3 years after annual audit report issued.

(5)

Bank Transaction Records* — Minimum retention:

(a)

For retention of records documenting grant transactions, see Grant Records in this section;

(b)

All other records, retain 3 years after annual audit report issued.

(6)

City Improvement Administrative and Financial Records* — Minimum retention:

(a)

Records of project cost, retain 3 years after disposal or replacement of facility, structure, or system;

(b)

All other improvement records, retain 10 years after substantial completion as defined by ORS 12.135 (Action for damages from construction, alteration or repair of improvement to real property)(3).

(7)

Emergency Management Assistance Fiscal Reports — Minimum retention:

(a)

If used for billing, retain 3 years;

(b)

If not used for billing, destroy.

(8)

Financial Reports — Minimum retention:

(a)

Annual reports, retain permanently;

(b)

All other financial reports, retain 3 years after annual audit report issued.

(9)

General Ledgers* Records — Minimum retention:

(a)

Year-end ledgers*, retain 10 years;

(b)

All other general ledger, retain 5 years.

(10)

Internal Audit Records — Minimum retention: 10 years

(11)

Real Property Transaction Records* — Minimum retention: 10 years after transaction completed and final audit accepted.

(12)

Subsidiary Ledgers, Journals, and Registers Records — Minimum retention:

(a)

Year-end payroll register, retain 75 years;

(b)

Trust fund ledgers, retain 3 years after trust fund closed;

(c)

Other subsidiary ledgers, journals, and registers, retain 3 years.

(13)

Unclaimed Property Report — Minimum Retention: 3 years after the property is remitted to the Department of State Lands.

(14)

Utility Account Change Records — Minimum retention: 2 years.

(15)

Utility Application/Disconnect Records — Minimum retention: 3 years.

(16)

Vendor Lists — Minimum retention: Until superseded or obsolete.

Source: Rule 166-200-0215 — Accounting — Financial Reporting, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=166-200-0215.

166‑200‑0200
City Records
166‑200‑0205
Accounting — Bonds
166‑200‑0210
Accounting — Disbursements
166‑200‑0215
Accounting — Financial Reporting
166‑200‑0220
Accounting — Grants
166‑200‑0225
Accounting — Reconciliation
166‑200‑0230
Accounting — Revenue
166‑200‑0235
Administrative
166‑200‑0240
Airport
166‑200‑0245
Budgeting
166‑200‑0250
Building Records
166‑200‑0255
Communications and Distributions
166‑200‑0260
Compliance
166‑200‑0265
Contracts
166‑200‑0270
Information Management
166‑200‑0275
Legal
166‑200‑0280
Library
166‑200‑0285
Mayor/Council
166‑200‑0290
Municipal Court
166‑200‑0295
Payroll
166‑200‑0300
Permitting, Licensing and Certifying
166‑200‑0305
Personnel — Administration
166‑200‑0310
Personnel — Compensation and Classification
166‑200‑0315
Personnel — Medical
166‑200‑0320
Planning and Development
166‑200‑0325
Policy
166‑200‑0330
Professional Development
166‑200‑0335
Property Management — Hazardous Materials
166‑200‑0340
Property Management — Inventory
166‑200‑0345
Property Management — Maintenance and Disposition
166‑200‑0350
Public Safety
166‑200‑0355
Public Works — Engineering
166‑200‑0360
Public Works — Operations
166‑200‑0365
Public Works — Traffic Engineering
166‑200‑0370
Public Works — Wastewater and Water Treatment
166‑200‑0375
Recorder — Elections
166‑200‑0380
Recorder — General
166‑200‑0385
Reporting
166‑200‑0390
Risk Management — Claims
166‑200‑0395
Risk Management — Safety
166‑200‑0400
Scheduling
166‑200‑0405
Security
Last Updated

Jun. 8, 2021

Rule 166-200-0215’s source at or​.us