South Carolina Administrative Code

12-609.5. Valve Records. A. Description: Record of all valves in the municipality. Information includes drawings, location, and description of the valve. B. Retention: Until superseded, then destroy. HISTORY: Added by State Register Volume 17, Issue No. 6, eff June 25, 1993.

12-609.6. Vehicle Maintenance Report. A. Description: Maintenance schedule on municipal owned vehicles maintained by the Public Works department. Information includes date, vehicle number, make, last service date, last service odometer reading, service schedule by days or miles, …

12-609.7. Vehicle Service File. A. Description: Documents service history of all vehicles owned by the municipality. Information includes vehicle number, vehicle identification, make of vehicle, date of purchase, purchase cost, maintenance date, odometer/hours, expected life, gro…

12-610.1. Tax Digests (Tax Duplicates). A. Description: Computer and non-computer generated digests which document real property taxes collected by the municipality from residents and businesses in the municipality. Information includes name and address, code number, location, di…

12-610.2. Tax Receipts. A. Description: Copies of the receipts issued to taxpayers upon payment of property taxes. Information includes receipt number, valuation of real property, total real, total personal, total property tax, total taxes, penalty, total costs, name, address, lo…

12-611.1. Utility Service Applications-Residence. A. Description: Record of municipal residents’ applications for municipal utility services. Informa- tion includes name, service address, mailing address, social security number, driver’s license number, place and years of employm…

12-611.10. Daily Operations Forms/Reports. A. Description: Documents all daily testing done by the lab technician as required by South Carolina Department of Health and Environmental Control. Reports include daily chemical report, bacteriological sampling, distilled water standar…

12-611.11. Discharge Monitoring Reports. A. Description: Documents discharge of wastewater for the municipality to insure that permitted amounts are not exceeded. Information includes permit number, discharge number, monitoring period, parameter, average, maximum units, minimum, …

12-611.2. Utility Service Applications-Business. A. Description: Record of businesses applying for municipal utility services. Information includes name of application, business name and address, mailing address, social security number or federal identification number, home offic…

12-611.3. Meter Books. A. Description: Books used to record readings from customer meters. Information includes name, address, meter number, date set, date of meter reading, reading number and total consumption. B. Retention: 3 years, then destroy. HISTORY: Added by State Registe…

12-611.4. Utility Payment Stubs. A. Description: Stubs from utility bills that have been returned with payment. Information includes account number, address, and amount due. B. Retention: 2 years, then destroy. HISTORY: Added by State Register Volume 17, Issue No. 6, eff June 25,…

12-611.5. Utility Billing Register. A. Description: Documents the payment/non-payment of utility services provided by the munici- pality. Information includes billing date, name, address, meter reading (previous and current), cost, tax, total charge, balance, number of bills prin…

12-611.6. Delinquent Customer Files. A. Description: Record of customers’ accounts that are referred to a collection agency for collection of a delinquent utility bill. Information includes customer name and address, current reading, date, consumption of water, sewer, total, bala…

12-611.7. Work Orders. A. Description: Copies of work orders for utility service requested by customers and subsequently rendered by the municipality. Information includes account number, name and address of customer, service requested, service rendered (or explanation), date and…

12-611.8. Backflow Prevention Files. A. Description: Files documenting the installation, maintenance and testing of the backflow prevention device. Information includes backflow prevention device test: name, address, location of device, valve test, signed, date; backflow preventi…

12-611.9. Bacteriological Files. A. Description: Copy of form sent to the Department of Health and Environmental Control reporting amounts of bacteria in the drinking water. Information includes system number, name of water system, analytical method, contaminant identification, s…

12-700. Introduction and General Matters; Application of Schedule. The following general records retention schedule contains minimum retention periods for the official copy of the agency’s records. These retentions and dispositions apply regardless of physical format, i. e., pape…

12-701. Reconciliations. A. Description: Used monthly to reconcile an agency’s record of internal accounting balances with recorded accounting balances from the Comptroller General’s Office and the State Treasurer’s Office. Information includes cash, expenditure and revenue accou…

12-702. Schedule of Federal Financial Assistance. A. Description: Used annually to report the federal financial activity of a state agency to the State Auditor’s Office. The State Auditor’s Office uses this information to prepare the Statewide Schedule of Expenditure of Federal A…

12-703. Source Procurement File. A. Description: Used to document procurements made when there is only one source for the required supply, service or construction item. This file contains Justification for Sole Source Procure- ment, Record of Sole Source Contracts, and quarterly …

12-704. Trade-In Document File. A. Description: Used to document trade-in sale transactions which reflect property that is traded-in as partial or full payment for an agency purchase. This file contains Request for Trade-In Document and Record of Trade-In Sales. Information inclu…

12-705. Accounts Receivable Journal. A. Description: Used to keep track of receipts and basic revenue for all agency accounts. Information includes: account number, batch date, invoice number, date, control number type, payment date, invoice, debits, credits and other related dat…

12-706. Appropriation Transfer. A. Description: Authorization for the transfer of administrative and/or program funds between different programs, funds, subfunds, and objects of expenditure within the agency. Information includes agency number, agency batch number, object code, c…

12-707. Bank Deposits. A. Description: Document the deposit of funds into agency bank accounts. Included in the series are bank deposit forms, deposit slips or receipts. Information may also include State Treasurer’s Receipt, and letter of credit for recording federal deposits. B…

12-708. Budget Publications. A. Description: Reflect various phases in the development and approval of the state’s annual budget. Information includes the South Carolina State Budget as submitted by the State Budget and Control Board, General Appropriations Bill(s), Analysis of C…

12-709. Budget Working Papers. A. Description: Used to prepare the agency’s annual budget requests and budget detail. Informa- tion includes a copy of the agency’s proposed budget, allocation schedules, Budget and Control Board recommendation forms, general budget memoranda, back…

12-710. Cash Receipts File and Journal. A. Description: Cash receipts received by an agency from customers for the sale of services and commodities. Also included is the Cash Receipts Journal. Cash receipts reflect amount of sale, description of services or items sold, amount of …

12-711. Chart of Accounts. A. Description: Records of accounts received from the Comptroller General’s Office which list line item accounts contained in the Annual Appropriations Act. Also included is the Preliminary Chart of Accounts which lists account titles, program number, m…

12-712. Contingency Check Register. A. Description: Agencies’ list of all checks that are payable for travel and vendor expenses. Information includes payee, department number, account number, transaction code, warrant number, warrant amount, check number and check amount. B. Ret…

12-713. Detail Budget. A. Description: Prepared by an agency during the first phase of the budget process to reflect all revisions necessary to balance budget allocations, as submitted to the Budget Division of the State Budget and Control Board. Information includes program leve…

12-714. Disbursement Journal. A. Description: A listing of disbursement vouchers prepared by the agency to authorize payment of expenses incurred. Information includes voucher number, date, amount of disbursement, and to whom payment was made. B. Retention: 3 years; destroy. HIST…

12-715. Disbursement Vouchers. A. Description: Official copies of vouchers prepared by an agency and sent to the Comptroller General’s Office to request payment for agency expenditures. Information includes disbursement voucher number, date, description of transaction, amount, an…

12-716. External Procedure Manuals. A. Description: Guidelines used by state agencies to report financial transactions. Examples include Comptroller General’s Generally Accepted Accounting Principles (GAAP) Closing Procedures Manual, Policies and Procedures of the State Comptroll…

12-717. General and Subsidiary Ledgers. A. Description: One or more series of computer or 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 a…

12-718. Generally Accepted Accounting Principles (GAAP) Closing Packages. A. Description: Closing packages consist of GAAP forms submitted annually to the Comptroller General’s Office to indicate year end adjustments for GAAP reporting. Information includes annual financial state…

12-719. Generally Accepted Accounting Principles (GAAP) Reporting System Working Papers. A. Description: Working papers consist of notes, working drafts and copies of GAAP forms used to support all entries in an agency’s closing package for GAAP reporting. Information includes da…

12-720. Information Technology (IT) Plans and Requests Files. A. Description: Copies of IT Plans submitted by state agencies and institutions outlining their anticipated information technology needs, and requests from state agencies and institutions concerning information technol…

12-721. Insurance Policies Files. A. Description: Document agency insurance policies and related correspondence and memoranda. Policies concern group hospital insurance, automobile liability, fire and extended coverage, and tort liability. Contents include endorsements from the I…

12-722. Interdepartmental Transfer (IDT) Credit Invoices. A. Description: Prepared by an agency to bill another state agency for services rendered. Also used to record transfers of funds between state government agencies. Information includes name of agency, mailing address, city…

12-723. Interdepartmental Transfer (IDT) Vouchers. A. Description: Prepared and used by an agency to request transfer of funds to another agency to pay for services rendered. Information includes voucher number, date, payee, charged to, warrant number and date, authorization, off…

12-724. Journal Vouchers. A. Description: Used to make any adjustments or corrections to accounting records for the agency. Information includes month, day, year, journal entry number, account number, department, fund, class, debit, credit, remarks, total, requested by, and autho…

12-725. Mail Receipts. A. Description: Document registered and certified mail receipts received by an agency. Registered mail receipts reflect the following information: number of articles, addressee address, receipt date, values, surcharges, total number of pieces listed and rec…

12-726. Purchase Orders/Requisitions. A. Description: Official copies of purchase orders/requisitions used by state agencies to authorize the purchase of supplies, equipment and services. Included are Purchase Orders, Purchasing Requisi- tions, and related invoices. Accounting tr…

12-727. Receipt Books. A. Description: Record of funds received directly from patrons and applicants in payment of such expenses as billable services for patrons, licensing fees, examination charges, and other fees for which the agency receives payment. Information includes recei…

12-728. Emergency Procurement File. A. Description: Used to document the purchase of authorized emergency procurements. This file contains a Justification for Emergency Procurement, a Record of Emergency Contracts, and quarterly reports of procurement actions. Information include…

12-729. Small And Minority Business Reporting File. A. Description: Reports prepared quarterly by an agency and used to ensure that businesses owned and operated by minorities are afforded the opportunity to fully participate in the overall procurement process of the state. Infor…

12-730. State of South Carolina Comprehensive Annual Financial Report. A. Description: Agency copies of published reports generated by the Comptroller General’s Office and used to provide a comprehensive analysis of the financial activities and fiscal status of state government d…