South Carolina Administrative Code

12-605.14. Daily Cash Books. A. Description: Daily records of receipts and disbursements of municipal funds. Information includes date, purpose, amount, date paid, date received, fund for which written. B. Retention: (1) When Corresponding General Ledgers are Missing: Permanent. …

12-605.15. Daily Collections Report. A. Description: List of monies received on a daily basis for payments of municipal services. Information includes account number, name, payment date, amount of payment, allocation of funds . B. Retention: 1 year, then destroy. HISTORY: Added b…

12-605.2. Budget Files. A. Description: Preparation materials used in the formulation of the municipal budget. Informa- tion includes budget requests and supplemental information justifying budget requests. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Vol…

12-605.3. Audits Reports. A. Description: Printed reports documenting the annual audit of municipal funds. These reports, prepared by an outside accounting firm, are categorized by the various municipal offices and further classified by accounts to which they relate. This series …

12-605.4. General Ledgers. A. Description: One or more series of computer and non-computer generated financial ledgers providing final year-to-date summary accounting data and a permanent audit trail for all fiscal receipt and disbursement transactions affecting any and all munic…

12-605.5. Trial Balances. A. Description: Summary information of receipts and expenditures from various municipal ac- counts used in balancing the General Ledger. Information includes account number, account name, beginning balance, total assets, total liabilities, adjustments, e…

12-605.6. Bids. A. Description: A record of each bid submitted by vendors selling goods and/or services to the municipality. Information includes request for quotation, bid spread sheet, and bid award letter. B. Retention: 3 years, then destroy. HISTORY: Added by State Register V…

12-605.7. Requisitions. A. Description: Request forms from the various municipal offices and departments which describe goods or services to be ordered by the municipality. Information includes number, department, delivery location, date, date required, item number, quantity, des…

12-605.8. Purchase Orders. A. Description: Purchase orders for goods and services paid for by the municipality, or for goods and services yet to be delivered to the municipality. Information includes quantity, commodity, service unit, price, total price, number, page number, name…

12-605.9. Accounts Payable Check Registers. A. Description: Record of check payments to vendors/contractors for services/materials sold to the municipality. Information includes date, vendor number, purchase order number and date, account number, amount, date of invoice, transact…

12-606.1. Annual Report to State Fire Marshal. A. Description: Annual report sent to State Fire Marshal of status of Fire Department employees, equipment and finances. Information includes number of officers, number of men, number paid, names of trustees of Firemen’s Insurance an…

12-606.10. Volunteer Personnel Files. A. Description: Record of volunteers working for the fire department. Information includes applications, physicals, service awards, and related correspondence and documentation. B. Retention: 5 years after termination of service, then destroy…

12-606.2. Incident Report. A. Description: Record of fire department related incidents (including fire, chemical spills, animal rescue and bomb scares) that have occurred in the municipality. These forms are completed each time a fire truck is used in answering a call. Informatio…

12-606.3. Fire Hose Record. A. Description: Record of tests performed on hoses in the department to assure that the equipment is in good operating condition. Information includes manufacturer, guarantee test (pounds), new or used, survey date, date of test, fire station number, s…

12-606.4. Fire Hydrant Testing Report. A. Description: Maintenance records of operating tests conducted on municipal fire hydrants. Information includes location, water available, hydrant number, SPM at 20 PSI, main size, type (2 way, 3 way), lateral size, lateral gated, height f…

12-606.5. Equipment Files. A. Description: Record of the equipment of the Fire Department. Information includes type of equipment, cost, location, instructions for use, and related correspondence and documentation. B. Retention: Until the equipment is sold or disposed of, then de…

12-606.6. Employee/Volunteer Training Records. A. Description: Record of all training classes taken by fire department employees and volunteers. Information includes employee name; date; type of training such as typing, hazardous material, pump operations, basic fire fighting, an…

12-606.7. Arson Files. A. Description: Record of fires caused by arson that occurred in the municipality. Information includes name, statements, investigative notes, date of occurrence, State Law Enforcement Division Lab Reports, and address of fire. B. Retention: 10 years, then …

12-606.8. Fire Inspection Reports. A. Description: Documents safety inspections made by the fire department of businesses within the municipality. Information includes date, location of inspection, building function, occupancy, capacity, last inspection date, personnel conducting…

12-606.9. Daily Logs. A. Description: Summarizes daily activities of the fire department. Information includes fire calls, activities, time and date, employees worked, and employees off. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 27, Issue No. 5,…

12-607.1. State and Local Government Information Reports (EEO-4). A. Description: Annual report monitoring internal programs for insuring equal employment opportunities. Information includes name of municipality, address, type of government, identification, function, employment d…

12-607.10. South Carolina Police Officer’s Quarterly Retirement Reports. A. Description: Quarterly records of contributions made by municipal law enforcement officers to the South Carolina Police Officer’s Retirement System. Information includes employer’s name, address, active r…

12-607.11. Deduction Registers. A. Description: Summarizations of information on deductions from payroll checks. Used for balancing accounts, internal fiscal control, and external audits. Information includes employee name, social security number, state and federal income tax ded…

12-607.12. Individual Taxpayer Report of Withholdings (W-2 Forms). A. Description: Employer’s copy of employee’s total earnings and withholdings for the calendar year reported to the Internal Revenue Service. Information includes employer’s identification number, employer’s name …

12-607.13. Time Cards. A. Description: Record of hours worked by municipal employees. Information includes employee name, date, and hours worked. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 17, Issue No. 6, eff June 25, 1993. Amended by State Regi…

12-607.14. Time Sheets. A. Description: Verification of the number of hours worked by each employee. Information includes employee’s name, employee number, hourly wage, days and hours worked and department head approval. B. Retention: 3 years, then destroy. HISTORY: Added by Stat…

12-607.15. Insurance Records. A. Description: Record of insurance claims filed by municipal employees. Information includes name of patient, provider, dates of service and amount of payment request. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 27, …

12-607.16. Sick and Annual Leave Records. A. Description: Record of leave taken by municipal employees. Information includes name of employee, social security number, date, leave date, number of days/hours, reason for leave and signature of employee. B. Retention: 3 years, then d…

12-607.2. Personnel Files (Active and Inactive). A. Description: Forms and materials relating to municipal employees. Files include applications, salary information, attendance and leave records, workmen’s compensation reports, performance evaluations, and complete employment his…

12-607.3. Application File (Not Hired). A. Description: Application forms submitted by persons applying for jobs with the municipality who were not hired. Information includes name, address, education and work experience. B. Retention: 2 years after rejection of application, then…

12-607.4. Log and Summary of Occupational Injuries and Illnesses. A. Description: Record required by the Occupational Safety and Health Act of 1970, used to record pertinent information concerning work-related deaths, injuries, and illness. Information includes annual average emp…

12-607.5. Workers Compensation Records. A. Description: Consists of case files containing records and reports generated as the result of employment-related accidents involving municipal employees. Information includes Reports of Acci- dents Involving Only Medical Attention, Physi…

12-607.6. Grievance Hearing Files. A. Description: Material relating to the reviewing, hearing and disposing of employee grievances and appeals of adverse personnel actions and disciplinary measures. Information includes letters of appeal, documentation from department heads, cop…

12-607.7. Payroll Register. A. Description: Documents employment and wages paid to municipal employees for services rendered. Information includes name of employee, social security number, date of check, hourly or salaried amount, overtime, number of hours worked, volunteered and…

12-607.8. Payroll Check Registers. A. Description: Record of payroll checks issued. Used for balancing accounts, internal fiscal control, and external audits. Information includes employee name, social security number, amount of check, state and federal income tax deductions, oth…

12-607.9. South Carolina Retirement System Quarterly Report. A. Description: Quarterly report of contributions made by municipal employees to the South Carolina Retirement System. Information includes employer’s name, address, date of quarter, employ- ee’s name, active member reg…

12-608.1. Criminal History Cards. A. Description: Card file maintained for a quick reference to information in criminal histories. Information includes name, date of birth, social security number, date of crimes/arrests, court decisions, address, race, sex, and height. B. Retenti…

12-608.10. Booking Reports. A. Description: Record of all persons arrested and booked by the police department. Information includes agency identification, case number, name, race, sex, date of birth, docket number, age, height, weight, hair, eyes, social security number, visible…

12-608.11. Uniform Traffic Collision Reports (Accident Reports). A. Description: Standard state form containing the following information: date, county, day of week, time, type road, street address, city or town, driver name, address, date of birth, sex, race, license number, sta…

12-608.12. Traffic Tickets. A. Description: A standard state form recording traffic citations issued to motorists. Information includes: driver’s name, address, occupation, state licensed, license number, vehicle license number, state, make of vehicle, year, name of trial officer…

12-608.13. Parking Tickets. A. Description: Copies of parking tickets issued to meter violators. Information includes date, time, tag number of vehicle, make of car, officer’s name, place of violation, type of violation, ticket number. B. Retention: 3 years, then destroy. HISTORY…

12-608.14. Officer’s Daily Activity Report. A. Description: Record of daily activities of officers used to record the officer’s time on duty. Information includes name, badge number, vehicle information, mileage, and activities of officer during each hour on duty. B. Retention: 2…

12-608.15. Breathalyzer Operator Test Report (BA Form). A. Description: Record of breathalyzer tests performed on defendants. Information includes defendant’s name, address, driver’s license number, date of arrest, name of arresting officer, name of BA operator, BA reading or ref…

12-608.16. Receipts. A. Description: This series is composed of carbon copies of receipts issued by the police depart- ment for money received. These receipts record money taken in for such things as payment of fines, fees collected for reports and records checks issued, and bond…

12-608.17. Abandoned Vehicles Files. A. Description: Record of all abandoned vehicles within the city limits. Information includes property owner, location of vehicle, make of vehicle, license number, private property, public property, removal date, and final disposition. B. Rete…

12-608.18. House Watch Patrol Check. A. Description: Record of special and vacation watches to municipal property performed by the department at the request of residents. Information includes zone, departure date, return date, dispatcher initials, name and address of requestor, w…

12-608.19. Personnel Training Files. A. Description: Summary information on training courses attended by police department person- nel. Information includes name of officer, social security number, date attended, course title/agency, hours and grade. B. Retention: 3 years from th…