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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules City Auditor
2007 Liens & Assessments - Accounting

2007-01 BILLING REGISTER

Records is summary of bills printed and sent out weekly from the Lien Accounting System (LAS). Record is a LAS computer report containing account number, project number, finance plan/option, due date, code remit status, total billed, principal interest, billing costs, penalties, past due and deferments. Includes run date and mailing verification statement.
 
Record Copy? Yes
 
RETENTION: 1 year

2007-02 DAILY RECEIPTS

Series is payment coupon as returned with payment and is used to document posted receipts to Lien Accounts for a particular day. Records include copies of payoff statements, coupons, balance reports, and proof sheet to check posting. Batch includes batch number, control total and number of items in a batch.
 
Record Copy? Yes
 
RETENTION: 3 years

2007-03 ASSESSMENT AUDIT RECORDS

Series is detailed working records used to support annual audit of assessment process and lien activities. Records include computer printouts, city fund account reconciliations, project and unassessed cost reconciliations, receipts, adjustments and summaries of assessment transactions.
 
Record Copy? Yes
 
RETENTION: 5 years

2007-04 JOURNAL ENTRIES TO IBIS

Series is detailed adjustments to IBIS to correspond and verify Lien Accounting System (LAS) adjustments balances. Entries are generally ft fund level. Record is APRONS and supporting documentation. Examples include lien adjustments, liens receivables, receipt journal entries, payment redistribution, deferred payment distributions, bond note transactions and misc. entries. Record may be a multi-fund entry.
 
Record Copy? Yes
 
RETENTION: 3 years

2007-05 LIEN ADJUSTMENT RECORDS (LAS ENTRIES)

Series is used to document adjustments made to account and explain why and what adjustments were made. It is used to support future inquiries and audits to system. Computer report shows records as imputed into LAS. Record includes account number, adjustment number, description, and type of adjustment. Also includes supporting documentation as to why adjustments were made and may include canceled checks, screen prints, contracts, ordinances, correspondence, etc. (LAS report 4530).
 
Record Copy? Yes
 
RETENTION: 3 years

2007-06 LIEN ASSESSMENTS/ADJUSTMENTS TO IBIS RECORDS (IBIS ENTRIES)

Series is detailed adjustments to IBIS to correspond to LAS adjustments. Transactions document increases or decreases to liens receivables. Records include APRONS and supporting documentation.
 
Record Copy? Yes
 
RETENTION: 3 years

Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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