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