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Accounting Workpapers document sample
Document Sample
HCA
Record Retention Schedule - Accounting
The retention periods contained in this document represent the minimum retention period that should be observed by all corporate
employees. Individual state statutes and regulations may require longer retention periods. All applicable state laws should be
consulted before records are destroyed.
Record
Series Code Total
Record Series Title & Description Legal Citation Retention
ACC-10-02 Accounting - Accounts Payable
Vouchers/Invoices 26 CFR TAX + 10
301.6501(E)-1 years;
Documents received from creditors requesting payment and sent to the After Audit
Accounting Department for payment.
ACC-10-03 Accounting - Accounts Payable
Vouchers/Invoices - Department Copies Not Available CY + 2 years
Duplicate copies of payable documents sent to Accounting for payment.
ACC-10-04 Accounting - Accounts Payable
Vendor Files and Reports 26 CFR TAX + 10
301.6501(E)-1 years;
Reports and workpapers for accounts payable vendors. After Audit
ACC-10-08 Accounting - Accounts Payable
Cash Disbursements 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting cash payments to creditors. After Audit
ACC-10-10 Accounting - Accounts Payable
Contract Accounting Records 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting the costs related to specific tasks or line items specified After Audit
in contracts.
ACC-10-12 Accounting - Accounts Payable
Cost Accounting Records 26 CFR TAX + 10
301.6501(E)-1 years;
Documents and reports detailing company operating costs, including both After Audit
direct and indirect costs.
ACC-10-14 Accounting - Accounts Payable
Credit Card Charge Slips 26 CFR TAX + 10
301.6501(E)-1 years;
Vendor copy of credit card forms documenting the items purchased, price, After Audit
and customer signature (or telephone authorization).
NOTE : CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
1 of 9
Record Total
Series Code Record Series Title & Description Legal Citations Retention
ACC-10-16 Accounting - Accounts Payable
Credit Card Statements 26 CFR TAX + 10
301.6501(E)-1 years;
Statements received from credit card companies indicating charges to credit After Audit
cards.
ACC-10-18 Accounting - Accounts Payable
Donations 26 CFR TAX + 10
301.6501(E)-1 years;
Records describing and documenting charitable donations. After Audit
ACC-10-20 Accounting - Accounts Payable
Expense Reports 26 CFR TAX + 10
301.6501(E)-1 years;
Records detailing business expenses incurred by employees generally while After Audit
traveling on company business.
ACC-10-22 Accounting - Accounts Payable
Petty Cash Records 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting the disbursement of cash from the petty cash fund. After Audit
ACC-10-23 Accounting - Accounts Payable
Property Taxes 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting the payment of property taxes. After Audit
ACC-10-26 Accounting - Accounts Payable
Unemployment Insurance Payments 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting the payment of unemployment insurance. After Audit
ACC-10-30 Accounting - Accounts Payable
Workers Compensation Insurance Payments 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting the payment of workers compensation insurance After Audit
premiums.
ACC-20-02 Accounting - Accounts Receivable
Invoices 26 CFR TAX + 10
301.6501(E)-1 years;
Copies of invoices sent to customers, including support documentation. After Audit
ACC-20-04 Accounting - Accounts Receivable
Cash Receipts 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting cash payments received. After Audit
NOTE: CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
2 of 9
Record Total
Series Code Record Series Title & Description Legal Citations Retention
ACC-20-06 Accounting - Accounts Receivable
Credit Advices 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting payments that result in credit due. After Audit
ACC-20-08 Accounting - Accounts Receivable
Sales Receipts 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting sales, including quantity, description, and amount. After Audit
ACC-20-10 Accounting - Accounts Receivable
Accounts Receivable Management Reports 26 CFR TAX + 10
301.6501(E)-1 years;
Includes accounts receivable indicators by region and facility report, accounts After Audit
receivable status reports, and other accounts receivable analysis reports.
ACC-20-11 Accounting - Accounts Receivable
Accounts Receivable Management Report Workpapers 26 CFR TAX + 10
301.6501(E)-1 years;
Workpapers used to create the accounts receivable management reports. After Audit
ACC-20-12 Accounting - Accounts Receivable
Accounts Receivable Reconciliations 26 CFR TAX + 10
301.6501(E)-1 years;
Reports and workpapers used to reconcile accounts receivable accounts. After Audit
ACC-30-02 Accounting - Capital Property
Acquisitions 26 CFR ATX + 10
1.167(A)-11,12; years;
Records documenting the purchase of property and equipment. 26 CFR After Audit
301.6501(E)-1
ACC-30-04 Accounting - Capital Property
Capital Asset Records 26 CFR ATX + 10
1.167(A)-11,12; years;
Records documenting the purchase and sale of property and equipment, 26 CFR After Audit
including depreciation, improvements, tax credit, and depletion. 301.6501(E)-1
ACC-30-06 Accounting - Capital Property
Depreciation Schedules 26 CFR ATX + 10
1.167(A)-11,12; years;
Reports detailing the depreciation, gain/loss, and sale of fixed assets. 26 CFR After Audit
301.6501(E)-1
NOTE: CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
3 of 9
Record Total
Series Code Record Series Title & Description Legal Citations Retention
ACC-30-07 Accounting - Capital Property
Depreciation Workpapers 26 CFR ATX + 10
1.167(A)-11,12; years;
The workpapers for entering the fixed asset depreciation schedules. 26 CFR After Audit
301.6501(E)-1
ACC-30-08 Accounting - Capital Property
Fixed Asset Schedules 26 CFR ATX + 10
1.167(A)-11,12; years;
Schedule of annual fixed asset additions. 26 CFR After Audit
301.6501(E)-1
ACC-30-10 Accounting - Capital Property
Material Transfer Files 26 CFR ATX + 10
1.167(A)-11,12; years;
Records documenting the physical transfer of material and property from one 26 CFR After Audit
location to another and the related transfer of accounting charges from one 301.6501(E)-1
account to another.
ACC-30-14 Accounting - Capital Property
Property Inventory 26 CFR ATX + 10
1.167(A)-11,12; years;
Records documenting the type, model, and location of property and 26 CFR After Audit
equipment. 301.6501(E)-1
ACC-30-16 Accounting - Capital Property
Property - Sold 26 CFR TAX + 10
301.6501(E)-1 years;
Records related to the sale of property. After Audit
ACC-30-18 Accounting - Capital Property
Construction Accounting Reports 26 CFR TAX + 10
301.6501(E)-1 years;
Construction in progress reports, cost analysis reports, and other construction After Audit
account analysis reports.
ACC-30-19 Accounting - Capital Property
Construction Accounting Workpapers 26 CFR TAX + 10
301.6501(E)-1 years;
Workpapers used to create construction accounting reports and perform After Audit
account analysis.
ACC-30-20 Accounting - Capital Property
Capital Expenditure Receipts 26 CFR ATX + 10
1.167(A)-11,12; years;
Receipts for all capital expenditure transactions. 26 CFR After Audit
301.6501(E)-1
NOTE: CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
4 of 9
Record Total
Series Code Record Series Title & Description Legal Citations Retention
ACC-30-22 Accounting - Capital Property
Capital Expenditure Reports 26 CFR ATX + 10
1.167(A)-11,12; years;
Capital expenditure summary reports by division and by facility. 26 CFR After Audit
301.6501(E)-1
ACC-40-02 Accounting - Journals/Ledgers
Account Ledgers 26 CFR TAX + 15
301.6501(E)-1 years;
Records used to summarize charges to individual accounts. After Audit
ACC-40-04 Accounting - Journals/Ledgers
Accounts Payable Ledgers 26 CFR TAX + 15
301.6501(E)-1 years;
Record summarizing accounts payable transactions. After Audit
ACC-40-06 Accounting - Journals/Ledgers
Accounts Receivable Ledgers 26 CFR TAX + 15
301.6501(E)-1 years;
Record summarizing accounts receivable transactions. After Audit
ACC-40-08 Accounting - Journals/Ledgers
Balance Sheets 26 CFR TAX + 15
301.6501(E)-1 years;
Summary document showing assets, liabilities, and equity. After Audit
ACC-40-09 Accounting - Journals/Ledgers
Cash Journals 26 CFR TAX + 15
301.6501(E)-1 years;
Records detailing cash account transactions. After Audit
ACC-40-10 Accounting - Journals/Ledgers
Chart of Accounts 26 CFR TAX + 15
301.6501(E)-1 years;
Listing of the account names and codes used in the accounting system. After Audit
ACC-40-12 Accounting - Journals/Ledgers
General Ledger/Subsidiary Ledgers 26 CFR TAX + 15
301.6501(E)-1 years;
Consolidated, cumulative general ledger or subsidiary ledgers published at After Audit
year-end.
ACC-40-13 Accounting - Journals/Ledgers
Monthly Close Package 26 CFR TAX + 10
301.6501(E)-1 years;
Accounting workpapers processed at the closing of the monthly general After Audit
ledger.
NOTE: CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
5 of 9
Record Total
Series Code Record Series Title & Description Legal Citations Retention
ACC-40-14 Accounting - Journals/Ledgers
Journal Entries 26 CFR TAX + 15
301.6501(E)-1 years;
Records detailing transactions in the general ledger. After Audit
ACC-40-15 Accounting - Journals/Ledgers
Adjusting Journal Entries 26 CFR TAX + 15
301.6501(E)-1 years;
Correction entries to the general ledger. After Audit
ACC-40-16 Accounting - Journals/Ledgers
Cash Receipt Journal Entries 26 CFR TAX + 15
301.6501(E)-1 years;
Cash receipt transaction entries to the general ledger. After Audit
ACC-40-17 Accounting - Journals/Ledgers
Intercompany Journal Entries 26 CFR TAX + 15
301.6501(E)-1 years;
Records detailing intercompany account transfers in the general ledger. After Audit
ACC-40-20 Accounting - Journals/Ledgers
Payroll Registers 26 CFR TAX + 15
301.6501(E)-1 years;
Records detailing payroll amounts, deductions, and taxes for each employee. After Audit
ACC-40-22 Accounting - Journals/Ledgers
Accounts Payable General Ledger Interface Report 26 CFR TAX + 10
301.6501(E)-1 years;
Computer generated reports of all accounts payable entries to the general After Audit
ledger. Includes G/L interface report, distribution history, trial balance
register by vendor, A/P distribution to G/L, distributions added to history, and
aged trial balance.
ACC-40-23 Accounting - Journals/Ledgers
Accounts Payable Voucher Register Control Log Not Available CY + 3 years
Workpapers to the A/P - G/L interface reports.
ACC-50-02 Accounting - Payroll
Garnishment Accounting 26 CFR TAX + 10
301.6501(E)-1 years;
Records related to the withholding and payment to third parties of amounts After Audit
garnished from employee wages as required by court order.
NOTE: CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
6 of 9
Record Total
Series Code Record Series Title & Description Legal Citations Retention
ACC-50-04 Accounting - Payroll
Garnishment Orders Not Available ACT + 1 year
Legal orders received from courts requiring specified amounts of money to be
withheld from employee salaries to satisfy a debt.
ACC-50-06 Accounting - Payroll
Payroll Checks - Paid/Cleared 26 CFR TAX + 10
301.6501(E)-1 years;
Checks issued for payroll that have been cashed and returned by the bank. After Audit
ACC-50-08 Accounting - Payroll
Payroll Checks - Copies Not Available CY + 1 year
Copies of issued payroll checks.
ACC-50-12 Accounting - Payroll
Payroll Records 26 CFR TAX + 10
31.6001-1; years;
Records documenting payments for payroll over time including dates, 26 CFR After Audit
employee names, withholding amounts and purpose, final check amount, and 301.6501(E)-1
other related information. Includes payroll itineraries and pay stubs.
ACC-50-13 Accounting - Payroll
Payroll Reports and Workpapers 26 CFR TAX + 10
31.6001-1; years;
Includes consolidated payroll outstanding/paid report, payroll deletes, payroll 26 CFR After Audit
control log, payroll void reports, and payroll workpapers. 301.6501(E)-1
ACC-50-14 Accounting - Payroll
Payroll Reconciliations 26 CFR TAX + 10
31.6001-1; years;
Payroll reconciliation reports, workpapers, and payroll edits. 26 CFR After Audit
301.6501(E)-1
ACC-50-20 Accounting - Payroll
Time Cards 29 CFR 405.9; CY + 6 years;
29 CFR 516 After Audit
Records indicating time worked, including absences, vacation, sick leave, etc.
Includes payroll tickets, time slips, and time edits.
ACC-70-02 Accounting - Banking
Bank Deposits 26 CFR TAX + 10
301.6501(E)-1 years;
Bank deposit record, summary reports, and workpapers. After Audit
NOTE: CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
7 of 9
Record Total
Series Code Record Series Title & Description Legal Citations Retention
ACC-70-04 Accounting - Banking
Bank Reconciliations 26 CFR TAX + 10
301.6501(E)-1 years;
Workpapers and reports for bank account reconciliations. After Audit
ACC-70-06 Accounting - Banking
Bank Statements 26 CFR TAX + 10
301.6501(E)-1 years;
Statements produced by financial institutions detailing transactions by After Audit
account.
ACC-70-08 Accounting - Banking
Check Registers 26 CFR TAX + 10
301.6501(E)-1 years;
Records listing individual checks issued, including payee name, date, amount, After Audit
and purpose.
ACC-70-10 Accounting - Banking
Check Copies/Stubs Not Available CY + 2 years
Copies of checks or stubs indicating payee, amount, date, and purpose.
ACC-70-12 Accounting - Banking
Checks - Paid/Cleared 26 CFR TAX + 10
301.6501(E)-1 years;
Checks that have been cashed and returned by the bank. After Audit
ACC-70-15 Accounting - Banking
Summary Information Not Available CY + 3 years
Summary information regarding banking transactions that are not primary
proof of transaction.
ACC-70-16 Accounting - Banking
Wire Transfers 26 CFR TAX + 10
301.6501(E)-1 years;
Records documenting the electronic transfer of funds. After Audit
ACC-70-22 Accounting - Banking
Bank Transaction Notices 26 CFR TAX + 10
301.6501(E)-1 years;
Written confirmation notices of all bank account transactions. After Audit
ACC-80-02 Accounting - Intercompany
Intercompany Invoices 26 CFR TAX + 10
301.6501(E)-1 years;
Invoices detailing intercompany account transactions. After Audit
NOTE: CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
8 of 9
Record Total
Series Code Record Series Title & Description Legal Citations Retention
ACC-80-04 Accounting - Intercompany
Intercompany Reconciliations 26 CFR TAX + 10
301.6501(E)-1 years;
Reports and workpapers used to reconcile intercompany accounts. After Audit
ACC-90-06 Accounting - General
Account Analysis and Workpapers 26 CFR TAX + 10
301.6501(E)-1 years;
Workpapers and reports used for account analysis. After Audit
ACC-90-08 Accounting - General
Accounting Earnings Review 26 CFR TAX + 10
301.6501(E)-1 years;
Monthly accounting/financial operations reports. After Audit
ACC-90-09 Accounting - General
Accounting Earnings Review Workpapers 26 CFR TAX + 10
301.6501(E)-1 years;
Workpapers used to construct the accounting earnings review. After Audit
ACC-90-12 Accounting - General
Trial Balances Not Available CY + 3 years
Summary records of account balances by debits and credits.
ACC-90-14 Accounting - General
Summary Reports and Journals Not Available CY + 3 years
Accounting summary reports and journals that are for reference only and are
not needed for documentation or verification of account transactions.
NOTE: CFR = Code of Federal Regulations, USC = United States Code
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY = current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: 02/01/99
Revised: September 10, 2003
9 of 9
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