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4807 Accounts Payable

4807-01         BUREAU STORES INVENTORY RECORDS

Series is created during the physical inventory of Bureau Stores. Series is used to reconcile the physical inventory with bureau and City records and report and adjust variances. Records include a copy of the physical inventory, difference/variance between physical count and recorded amount, etc. 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:   3 years or until superseded, whichever is longer; inventory of capitalized assets must be retained for 3 years after disposal or replacement of asset
AUTHORITY:   OAR 166-200-0050(15)
 
 

4807-03         SIGNATURE VERIFICATION RECORDS

Series is created to document persons and signatures authorized to sign input documents to the Accounts Payable system. Series is used to show who has authority to approve purchases, sign contracts and submit payroll. Records include signature cards and memos submitted by the bureaus to the Accounts Payable Division. Information generally includes authorization date, name, position, sample signature, etc. 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:   6 years after authorization superseded or expired
AUTHORITY:   OAR 166-200-0050(22)
 

4807-04         CONTRACTS PAYABLE SUBSYSTEM RECORDS

Series is used to track open contracts and to capture information from IBIS. Series is created to track payments made per contract agreement. Record includes contract number, contractor, total contract amount, ordinance, purchase order number, payment history, retainage, adjustments, and other similar information. 
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:   6 years after contract expiration  
AUTHORITY:  OAR 166-200-0135(4)
 

4807-05         CONTRACTS PAYABLE SUBSYSTEM REPORTS

Series is used to track open contracts and to capture information from IBIS. Series is the reports printed from the contract system. Record include the following run each Accounting Period:  APCBFC01"Payment Details File Listing"; and the following run each accounting period: CNTRN047 "Retainage Witheld/Escrow", CNTRN043 "Retainage Witheld/City", and CNTRN066 "Contract listing as of xx/xx/xx -  Active Contracts with Negative Balances"  
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       No – record copy maintained in 4807-04 

RETENTION:   Retain as needed, until superseded or obsolete
AUTHORITY:   Not record copy
 
 

4807-06         A/P BATCH CONTROL RECORDS

Series is created to track documents entered into the IBIS system and is used to group records for input into the IBIS system.  Record includes batch control sheets and the batch records.
Confidential?        No
Vital Record?        Yes
Record Copy?       Yes
 
RETENTION:       1 year
AUTHORITY:  166-200-0010(22)
 

4807-09         VENDOR HISTORY REPORT

Series is created to track information by vendor doing business with the city. Series is created to track payments on invoices made to vendors. Report includes vendor number, vendor name, accounting rule used, account, center code, purchase order number, voucher number, invoice number, invoice amount, warrant number, date of warrant and amount of warrant and other similar information.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:   4 years after CAFR issued
AUTHORITY:   OAR 166-200-0050(1)
 
 

4807-10         IRS FORM 1099 COPIES

Copies of all 1099 documents filed with the IRS including 1099-MISC, 1099-G, 1099-I.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:   6 years
AUTHORITY:   OAR 166-200-0085(4)
 
 

4807-11         VENDOR IRS FORM W-9

Originals of all W-9s received from vendors.  These are used to base our 1099 reporting status.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:   Permanent
AUTHORITY:   OAR 166-200-0085(4)
 

4807-14         ACCOUNTS PAYABLE RECONCILIATION TRIAL BALANCE

AP Trial Balance for year-end.  Includes details at invoice level balance of AP Liability account at year-end.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:   6 years
AUTHORITY:   OAR 166-200-0050(4)

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

 

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