South Carolina Administrative Code

12-734. Travel Vouchers. A. Description: Vouchers prepared by an agency to claim reimbursement for employee travel expenses. Information includes name, address, social security number, agency and amount to be reimbursed. Accounting transactions have been captured in the Statewide…

12-735. Vehicle Files. A. Description: Documents purchase, ownership, insurance and maintenance of all vehicles of an agency. Information includes purchase requisitions, purchase orders, vehicle specifications, bid re- quests and other documents. B. Retention: 3 years after dispo…

12-736. Vehicle Trip Logs. A. Description: Logs completed by agencies to monitor mileage traveled in state vehicles. Informa- tion includes agency name, driver name, beginning and ending odometer readings, and comments concerning problems with vehicle. B. Retention: 3 years; dest…

12-737. Vendor Code Requests. A. Description: Forms prepared by an agency to request a vendor code from the State Budget and Control Board, Division of General Services, when the agency wants to purchase goods or services from a vendor not presently listed in the state purchasing…

12-738. Vendor/Commodity Code Listing Books. A. Description: Books concerning master code listings of vendors and commodities, listed in the state purchasing system. Information includes vendor name, address, and code number. The commod- ity book lists commodity description, unit…

12-739. Warranties and Service Agreements. A. Description: Document service and maintenance costs on agency equipment. Information includes equipment service contract, records of service performed on equipment, costs, and related correspondence and memoranda. B. Retention: 3 year…

12-744. Electronic Funds Transfer Authorizations. A. Description: Authorizations to deposit employee payroll earnings into employee bank accounts through direct deposit. Information includes employee name, name of financial institution; copy of deposit slip and other related info…

12-745. Employer Contribution Reports. A. Description: Created by the South Carolina Employment Security Commission and used to verify earnings of the agency’s employees. Information includes name and address of the employer, number of persons employed during the quarter, how rem…

12-746. Health Dental And Optional Life Insurance Reports. A. Description: Generated by the State Budget and Control Board, Division of Insurance Services to reconcile the monthly health, dental, and optional life insurance bills of the agency. Information includes agency name, a…

12-747. Payroll Adjustment Forms. A. Description: Forms authorize the agency to deduct money from employees wages. Information includes name, social security number, amount, description of deduction, payroll period beginning date and other related information. Payroll information…

12-748. Payroll Check Register. A. Description: Generated by the State Treasurer’s Office and used to record the agency’s payroll disbursements. Information includes employee name, social security number, agency number, check number, and other related information. Copies of this …

12-749. Payroll Deductions. A. Description: Deduction records generated by the Comptroller General’s office and used by a state agency to reference types and amounts of deductions from paychecks. Information includes agency name, employee name, type of deduction, amount and other…

12-750. Payroll List By Section. A. Description: Payroll list for referencing each agency section. Information includes section, employee name, gross pay and other related information. B. Retention: 3 years; destroy. HISTORY: Added by State Register Volume 17, Issue No. 6, eff Ju…

12-751. Payroll Register (Regular). A. Description: Generated by the Comptroller General’s Office and used by a state agency to reference year-to-date pay and deductions from paychecks. Information includes employee name, social security number, gross pay, tax deductions, FICA, r…

12-752. Payroll Vouchers. A. Description: Used to verify the payroll and request payment to the Comptroller General for salaries of agency employees. Information includes name of agency, agency number, pay period, mini code, sub fund code, project code, object code, name and soci…

12-753. Payroll Warrant Register. A. Description: Generated by the Comptroller General’s Office and used by state agencies to document payroll disbursements. Information includes warrant number, mini code, object code, employee name, social security number, gross pay, tax deducti…

12-754. Projected Payroll Biweekly Totals By Accounting System Breakdown. A. Description: Used to project biweekly totals of the payroll for the agency. Information includes pay period dates, agency code number, mini code, sub fund, object code, and total amount of projected payr…

12-755. Social Security Reports (Unified Wage Reporting Plan By Unit). A. Description: Used to record social security information on employees. Information includes name, social security number, year-to-date taxable and nontaxable income, FICA, federal and state income taxes. Pay…

12-756. Standard Retirement System Quarterly and Monthly Reports. A. Description: Received from the State Budget and Control Board, Division of Retirement Systems indicating employee retirement contributions. Information includes employer, employee, social security number, active…

12-757. Workers’ Compensation Insurance Files. A. Description: Used to document the payment of workers’ compensation insurance premiums. Information includes an interdepartmental transfer for payment of premiums; a form to the State Workers’ Compensation Fund reflecting the total…

12-800. Introduction and General Matters; Application of Schedule. The following general records retention schedule contains minimum retention periods for the official copy of the institution’s records. These retentions and dispositions apply regardless of physical format, i.e., …

12-801.5. Trustee Board Meeting Minutes. A. Description: Records of official proceedings of state college or university governing bodies. Information includes agenda, date, place, list of attendees, action taken on resolutions, and a summary of discussion and decisions. Official …

12-802.5. Administrative Correspondence. A. Description: Concerns communications received and generated by the institution’s president. Letters pertain to information requests, responses to those inquiries; matters related to the board of trustees; administrative and fiscal opera…

12-802.6. Administrative Files. A. Description: Document executive actions, decisions and interactions with key officials of the institution. Information in the form of memoranda, policy statements, and reports concerns accredita- tion requirements, budget material, department ac…

12-802.7. Meeting Minutes of President’s Executive Staff. A. Description: Document meetings held by a state college or university president with his or her executive staff. Information includes agenda, location of meeting, date, names of attendees, attach- ments, a summary of dis…

12-802.8. Resource Files. A. Description: Consist of manuals, informational bulletins, and guidelines required for long term reference in the administration of the institution. Information includes academic issues, copies of personnel policies, National Collegiate Athletic Associ…

12-803.5. Administrative Correspondence. A. Description: Correspondence is related to the administration of an institution or its major departments and divisions. Communications concern management activities, priorities for academic affairs, major business and finance matters, ph…

12-803.6. Administrative Files. A. Description: Document actions of a state college or university’s provost or vice presidents. Information includes memoranda and reports concerning institution policy, organizational and pro- gram development records, and important fiscal data an…

12-804.10. Attorney General Opinions. A. Description: Official opinions issued by the Attorney General or his assistants. These are legal interpretations written upon request of a college or university to guide in enforcing and obeying the law. Also included is related correspond…

12-804.11. Calendars. A. Description: Used to keep track of work related events and commitments of college or university staff members. Information includes daily appointment books, calendars, and other records indicating dates for meetings and work activities. B. Retention: Unti…

12-804.12. Central Supply Request. A. Description: Document copies of central supply requests processed for a college or university. Information includes date, department account code, requisitioner, item number, quantity ordered, quantity issued, description, price, extension, d…

12-804.13. Committee Files. A. Description: Document actions and recommendations of committees, established to provide advice on policy matters and other management topics. Information consists of letters, memoranda, and other paper work concerning budget matters, maintenance of …

12-804.14. Computer Utilization Summaries. A. Description: Generated to determine staff use of an institution’s computer systems. Information details the total time the system is used, amount of individual staff time the system is used, and total time work stations are used (incl…

12-804.15. Conferences, Workshops, And Seminars File (College or University Spon- sored). A. Description: Files concerning each conference, workshop or seminar sponsored by the college or university. Information includes registration material, letters, brochures, lists of restaur…

12-804.16. Deeds And Leases To College or University Property. A. Description: Document deeds and leases to real property owned or used by the state. Information includes description and location of the property, maps, sale agreements, land acquisition forms, deeds, lease agreeme…

12-804.17. Grant Files (Active and Inactive). A. Description: Used to retain information concerning financial grant assistance received by a state supported college or university. Files contain some or all of the following documents: statement of budget and expenditures, notices …

12-804.18. General Correspondence and Reference File (Non-Executive Levels). A. Description: Routine correspondence and reference materials created or retained by non- executive level staff. Letters and memoranda reflect communications regarding program procedures, general work a…

12-804.19. Information Technology Plans. A. Description: Prepared by state colleges and universities to outline their anticipated needs for information technology. Plans reflect information requirements, equipment needs, service specifica- tions, cost, and technology purchase req…

12-804.20. Internal Management Policy and Procedure Files. A. Description: Policies, procedural directives and manuals developed by an institution to govern its internal management functions such as payroll, procurement, personnel administration, equipment inventory, and other in…

12-804.21. Legislative Reference Files. A. Description: Records pertaining to bills, prospective legislation and laws. Information includes bill and supporting material concerning proposed legislation, such as newspaper clippings, reports, and correspondence. The series also incl…

12-804.22. Litigation Case Files. A. Description: Document judicial proceedings, which involve the college or university. Files include some or all of the following documents: affidavits, summons and complaints, responses, orders of dismissals, notice and general appeal, laws and…

12-804.23. Mailing Lists. A. Description: Used to record the names and addresses of clients and other persons with whom the college or university has regular contact. Information includes mailing lists, and registers concern- ing employees, officials, and constituents, whom colle…

12-804.24. Management Information Reports. A. Description: Provide information concerning general administration, facilities management and student enrollment. Reports concern surveys, facility inventories, student enrollment figures and projections, and other related topics. B. …

12-804.25. Motor Vehicle Insurance. A. Description: Record of motor vehicle insurance retained by a college or university. It includes insurance policies which list effective policy dates, amounts of coverage, number of vehicles covered, and rate. Also included are notes, corresp…

12-804.26. Motor Vehicle Operations and Maintenance Files. A. Description: Files of motor vehicle operations and maintenance. Included are requests for institution vehicles, vehicles inspection/use reports, motor vehicle accident reports, motor vehicle inventories, and other rela…

12-804.27. Motor Vehicle Purchase File. A. Description: Used for reference and vehicle management. Information includes vehicle proper- ty receipt, purchase orders, bid worksheets, institution vehicle inventory forms, motor vehicle titles, vehicle insurance information, and other…

12-804.28. Organizational Charts. A. Description: Reflect the organizational structure of a college or university and its departments. Information includes a diagram which shows a systematic and symbolic arrangement of an institution’s departments and program areas by name and fu…