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4811 Bureau of Financial Planning

4811-01 ANNUAL ADOPTED CITY BUDGET

Records document the annual financial plan adopted by the City Council for City resources and requirements. The budget includes budget information, financial summaries, revenues and expenditures, debt service, operating programs, position and wage summaries, overhead allocations, organization charts, previous and actual budgeted amounts and related data.
Record Copy? Yes
RETENTION: Permanent

4811-02 BUDGET MONITORING PROCESS (BuMP) RECORDS, MAJOR/MINOR SUPPLEMENTALS & OVEREXPENDITURE REPORTS

Records are used to track budget adjustments made by bureaus on a periodic basis. Records include BuMP reports filed with Council documenting adjustments, expenditures, justifications, impact statements, BFP recommendations and other notes or comments regarding the proposed adjustments. Major and minor supplementals are used to adjust funds in accordance with Oregon Budget Law as required by ORS 294. Overexpenditure records are used to adjust bureau budgets at year end to prevent overexpenditures.
Record Copy? Yes
RETENTION: 6 years (3 budget cycles)

4811-03 BUDGET MANUALS

Manuals are designed for and distributed to bureaus to explain the budget process and budgetary procedures. Series includes policy and procedure manuals for the annual budget, periodic budget monitoring (BuMP) processes and the capital improvement (CIP) process.
Record Copy? Yes
RETENTION: 4 years (2 budget cycles)

4811-04 INTEGRATED BUSINESS INFORMATION SYSTEM (IBIS) BUDGET LOAD RECORDS

Series is used to ensure that the City's financial system matches the annual adopted budget. Series consists of snapshots of the City's budget as it goes through the Council approval process. These computer printouts are used as an auditing tool throughout the budget process to ensure budgeted amounts match what the Council has approved.
Record Copy? Yes
RETENTION: 4 years (2 budget cycles)

4811-05 BUDGET PROCESS CORRESPONDENCE, ANALYSES & SUPPORTING DOCUMENTS

Records are the budget, financial and capital improvement (CIP) plans submitted for the annual budgeting process. Records include memos and analyses of budget requests and supplemental materials. Series also includes budget forms, narrative, explanations, justifications, add packages, cut packages, memos and other notes submitted by the bureaus.
Record Copy? Yes
RETENTION: 6 years (3 budget cycles)

4811-07 COUNCIL CALENDAR REVIEW RECORDS

Records are reviews of Council agenda items that have a financial impact and have been submitted for Council action. Record includes Council calendar number, description of item and impact, and budgeted amount or request information. Note: The official copy of BFP recommendations are filed as Council Documents, which are maintained permanently by the City Auditor's office.
Record Copy? Yes
RETENTION: 2 years

4811-08 FORECAST RECORDS

Series is used to inform City Council of the amount of current and projected funds in the General Fund. Publication is a five (5) year projection of General Fund resources, expenditures and balances. Records may include recommendations to achieve City financial goals.
Record Copy? Yes
RETENTION: 6 years (3 budget cycles)

4811-09 THE FINANCIAL OUTLOOK

Series is used to forecast General Fund resources within a fiscal year. This monthly publication informs the City Council and bureau managers of General Fund resources, expenditures and estimated year end balances. Records may include recommendations to achieve City financial goals.
Record Copy? Yes
RETENTION: 4 years (2 budget cycles)

4811-10 SPECIAL STUDIES, TASKS AND POLICY REVIEWS

Series is used to document the financial analysis of various City practices and is useful for planning future budget proposals. Records include reports, studies, worksheets and similar records. Subjects may include the impact of specific ballot measures, proposals to increase permit fees, sick leave use analysis and the City's relationship with various utilities.
Record Copy? Yes
RETENTION: 6 years (3 budget cycles)

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

 

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