Schedule No. 30 Financial Records

Print this records schedule

Issued: July 2012
Updated: 11/13/2019

General Description: Records documenting and ensuring accountability for the receipt and expenditure of public funds.

No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and useable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.


Records documenting outgoing payments.

A. Accounts Payable Records in General
A/P records including but not limited to automatic clearinghouse (ACH) forms, A/P balance sheets, copies of bills paid, checks issued (including check registers), invoices and statements, receiving reports, vendor files, expense and reimbursement request documentation, charge slips, credit card statements, and reports to the governing body listing bills to be paid.
Retention: 7 years

B. Credit Card Records [see also #30.040 Credit Card Receipts]
Records of credit cards issued for municipal use, e.g., monthly transaction receipts. Retention: 7 years
Forms 1099 and W-9
Forms for tracking taxpayer information for vendors when the charges for services exceed $600 for the year.
Retention: 4 years

C. Petty Cash Records
Records of petty cash fund account and requests for petty cash for various purposes.
Retention: 2 years


Records of collection of monies such as record documenting payments to Denver in which the City holds a property lien until the debt is satisfied (e.g., liens arising from demolition, lot cleaning), including original liens and lien releases; includes but is not limited to automatic clearinghouse (ACH) forms; on-line payments, cash books, journals, receipts, reports and supporting documentation; fines, fees and charges receipts, other payments and supporting documentation; accounts receivable balance sheets; cash register validation tapes; statements and invoices issued by Denver, etc. See also 30.210, Utility Billing.
Retention: 3 years


Records of accounts deemed uncollectable, including write-off authorizations. Retention: 3 years after the year of write-off date


Inventories and listings to track and control assets.

A. Annual Fixed Asset Reports
Worksheets listing fixed assets, purchases and disposition of assets.
Retention: Until superseded

B. Disposition Records
Records of disposal of surplus property (except real estate) and unclaimed, abandoned or confiscated property such as bicycles and vehicles by auction, competitive bidding or destruction, including date, department name, description of item, value, disposition, method and reason for disposition, condition, value and approvals.
Retention: 3 years after disposition

C. Inventories
Listings of expendable and nonexpendable property and assets, including buildings, real estate, vehicles, furniture, equipment, supplies, trees, merchandise for sale at Denver agencies operated concessions or gift shops and other assets; may include description, cost, date purchased, location, name of vendor and depreciation detail.
Retention: Until superseded

D*. Unclaimed Property Documentation
Any form of record sufficient to verify information on unclaimed property previously reported to the State Treasurer showing the name and last known address of the apparent owner of reportable unclaimed property, a brief description of the property, and the balance of each unclaimed account, if appropriate.
Retention: Date on which property is reportable + 10 years

30.040* CREDIT CARD RECEIPTS [see also #30.010.B Credit Card Records and #30.020 Accounts Receivable Records]

Credit card receipts of customer who purchases a product or service from the City and County of Denver using his/her credit card.
Retention: 18 months from date of original transaction


Records documenting the current status and transaction activity of funds held at banks.

A. Bank Records – Routine
Routine banking records, including but not limited to duplicate copies of checks, check stubs, voided checks, deposit slips and trial balances. See also 30.010, Accounts Payable (A/P) Records for checks and check registers, and 30.140.A, Investment Instruments for CDs, money market certificates, etc.
Retention: 3 years

B*. Bank Security Records
Records documenting the pledge of bonds or securities by banks serving as depositories for public funds including depository contracts, security pledges and statements, surety bonds, and similar records.
Retention: Permanent

C. Bank Statements, Pass Books and Reconciliations
Monthly statements pass books or reconciliations showing funds on deposit.
Retention: 7 years


Records documenting bankruptcies and foreclosures in which Denver has some kind of a financial interest due to liens, unpaid assessments, unpaid fees or bills, etc.
Retention: 7 years after recovery of money owed or when Denver has no further interest in the proceeding


A. Bond Issue Files
Records that document the authorization to finance improvements through bonded indebtedness, including bond anticipation notes, industrial development revenue bonds, general obligation bonds, revenue and refunding bonds, water bonds and special improvement bonds; includes correspondence, authorizations supporting financial arrangements, bond ratings, contracts or sales agreements, and sample copies or specimens of bonds.
Retention: 2 years after final payment

B. Bond Issue Proceedings Books
Certified record of proceedings relating to a bond issue, containing specimen (usually original) documents in book form.
Retention: Permanent

C*. Bonds, Notes and Coupons Paid
Records relating to the exchange, conversion, or replacement of bonds by bondholders. Canceled or redeemed bonds and coupons received from paying agents throughout the lifetime of the bond issue; cancelled upon receipt.
Retention: 1 year after maturity if information is contained in a bond register; Permanent, if information is not contained in bond register.

D. Bond Registers and Ledgers
Used to document the redemption of coupons for bonds. Note: Bond registration and redemption transactions may be handled by a bond registration or paying agent.
Retention: Permanent


A*. Budget Records
Final annual budgets (including amendments) and capital improvement projects budget records approved by the governing body.
Retention: Permanent

B. Budget Work Documents
Working papers created for departmental budget requests or proposals, budget change documents (including line item or contingency/reserve fund transfers and supplemental budget requests), budget instructions, encumbrance and expenditure reports, other budget related reports, worksheets, financial projections and similar records used in the budget preparation and decision- making process.
Retention: Non-records, to be retained for Administrative Value. Official budget is retained permanently as ordinance. Reference Schedule 45.120


Retention: Permanent


Records created to document the allocation of costs among accounts and funds of Denver agencies, including records relating to charge backs and other interdepartmental or interfund accounting transactions
Retention: 3 years


Records concerning the use of federal revenue sharing funds by Denver, including revenue and expenditure summaries; status, budget, and audit reports; and other reports or documentation required by federal law or regulation.
Retention: 3 years (by regulation – 31CFR 51.11(b), 51.12(c), and 51.108(a) and (d))


Fee, charge, fine and rate schedules (not including utility rate schedules) and supporting documentation justifying the determination of amounts, i.e., calculations, methodology for establishing comparisons with other cities and counties, projections of revenue based on recommended amounts, etc. See also 30.210.C, Rate Schedules and Supporting Documentation – Utility Billing.
Retention: 2 years after revised


Records relating to escrow accounts, letters of credit, liens, and other forms of financial guarantee required to ensure performance, payments or the completion of certain specified actions, such as the completion of projects, required improvements or the payment of delinquent bills or assessments.
Retention: 1 year after expiration, completion of guaranteed action or release


Records of promissory notes and the supporting documentation to the record.
Retention: 9 years


Records pertaining to the award, operation or termination of a license or franchise granting the right or privilege to construct, operate or maintain upon, over, under or across the streets or alleys a street railway, electric light plant or system, gasworks, gas plant or system, geothermal system, solar energy system, communication or cable television system, or other similar services and the collection of franchise fees or occupation taxes from franchise holders. [General Reference: CRS 31-32-101]
Retention: 6 years after expiration of franchise and completion of all terms and conditions of the franchise, except retain register or other listings of franchises permanently


Special funds that are separate from the General Fund [Reference: County Schedule 5.200]

A. Fund Establishment
Records pertaining to the creations and purposes of special funds that are separate from the General Fund.
Retention: Permanent

B. Trust Fund Records
Documentation of bequests to the county.
Retention: 2 years after trust fund closed

30.120* GRANT RECORDS Files pertaining to applications for grants and the administration, monitoring and status of grants.

Grants To or From Denver

A*. Awarded Grants and Supporting Documentation
Documentation of awarded grants, including grant application, grant contracts and agreements, grant reports and other supporting documentation.
Retention: Duration of grant + 6 years

B*. Rejected Grants and Supporting Documentation
Documentation of grants that are either rejected by the grantee or not awarded.
Retention: 2 years after rejection or withdrawal 

C*. Awarded Grants
Documentation of awarded grants, including grant application, grant contracts and agreements, grant reports and other supporting documentation.
Retention: Duration of grant + 6 years unless longer retention period is required by grantor

D*. Rejected Grants
Documentation of grants applied for and either rejected by the grantor or not accepted.
Retention: 2 years after rejection or withdrawal

E*. Federal Grants to Denver [Reference: 2 CFR Subtitle A §215.53]
Awarded Grants
Financial records, supporting documents, statistical records, and all other records pertinent to an awarded grant to Denver.
Retention: 3 years from date of submission of the final expenditure report [Note: for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report.]


Records relating to the creation, assessment and operation of general or special improvement districts established for the purpose of making improvements.
Retention: 7 years after improvement district is terminated or all bonds are paid or cancelled, whichever is later


Records documenting investments.

A. Investment Instruments
Documentation of bank statements, certificates of deposit and registers, money market certificates, savings bonds, stocks and bonds, treasury bills and notes and other investments made.
Retention: 7 years after maturity, final payment or disposition

B*. Reports – Investment of Funds
Retention: 7 years, provided that any contractually required audit has been completed


A*. General Ledger
Year-end summary of receipts and disbursements by account and fund reflecting general financial condition. May include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.
Retention: Permanent

B*. Journal Entries
Retention: 7 years

C*.Subsidiary Ledgers and Journals
Daily, monthly, quarterly or year-end transaction detail providing backup documentation to general ledger.
Retention: 3 years


Records of loans entered into by the county or which Denver is a party.

A. Loans Made by Denver
Records of loans made to employees or other parties for various purposes; includes loan applications, deeds of trust, promissory notes and other loan paperwork. Examples of loans: employee housing, employee computer purchases, energy assistance housing rehabilitation, etc.

1. Approved Loans
7 years after loan is paid

2. Rejected or Withdrawn Loans
2 years after rejection or withdrawal

B. Loans to Denver
Loans made to finance public improvements or to meet other financial obligations.

1. Approved Loans
7 years after loan is paid or as specified by lending agency

2. Rejected or Withdrawn Loans
2 years after rejection or withdrawal


Records pertaining to procurement of services or commodities.

A. Purchasing Records in General
Purchasing control forms, such as purchase orders, purchase requisitions, field purchase orders, vouchers, signature authorizations, etc., and competitive bid specifications and solicitations records.
Retention: 7 years

B. Bids
Bids (formal and informal), quotes and proposals regarding services and commodities.

1. Accepted Bids
Received from successful bidders.
Retention: 7 years after acceptance of bid

2. Rejected/Unsuccessful Bids
Received from unsuccessful bidders.
Retention: 3 years after contract is awarded or PO is issued

3. Unsolicited Bids
Received from bidders without solicitation.
Retention: 1 year after submission

C. Vendor Lists
Listings of vendors, including state bid lists, providing goods and services, usually including names, addresses, phone numbers, description of goods or services provided.
Retention: Until superseded or obsolete

D. Vendor Prequalification Records
Records relating to prequalification of vendors eligible to provide goods and services.
Retention: 3 years


Records relating to rebate programs; includes rebate applications, correspondence, and other supporting documentation.
Retention: 2 years after rebate is paid, provided that any contractually required audit is completed.


A*. Colorado Department of Revenue Monthly Revenue Distribution Report
Report includes account number, name, jurisdiction, filing period, source, tax, penalty, interest, distribution and Department of Revenue interest/days.
Retention: 2 years after completion of any contractually required audit

B*. County Treasurer's Reports
Periodic reports of the County Treasurer regarding taxes collected on behalf of Denver, interest and fees.
Retention: 3 years

C*. Property Tax Records
Records pertaining to the property tax assessment, including mill levy certifications to Denver, notices of assessed valuation, abstracts of assessment and registers or listings of property tax assessed.
Retention: Permanent

D*. Real Estate Transfer Tax Records
Retention: Permanent

E*. Sales, Use, Occupational Privilege, Lodger’s, TB, and FDA Tax Records
Records of the collection and administration of excise taxes.

F*. Transaction Log
Including record of Taxpayer’s Application, Return, and daily transaction details
Retention: Permanent through life of tax system

G*. Delinquent Sales/Use Tax Notices, Audits, and Liens/Distraints
Retention: 6 years after settlement for delinquent taxes or after completion of the audit.

H*. Motor Vehicle Sales Tax Receipts
3 years


H*. SPECIFIC OWNERSHIP TAX AND TAX RECORDS [Reference: County Schedule 5.340]
Retention: 7 years


A. Forms 1098 – Mortgage Interest Statements
Used to report mortgage interest of $600 or more received from any individual during the year.
Retention: 3 years

B. Forms 1099R – Reports of Distributions
Used to report distributions from pensions, annuities, retirement or profit-sharing plans, IRAs, insurance contracts (survivor income benefit plans, permanent and total disability payments under life insurance contracts), etc., for each person receiving a distribution of $10 or more.
Retention: 3 years


Records relating to the billing of customers for utility services.

A. Account Records
Records of individual customer accounts, including new service orders, trouble orders, billing statements or invoices, adjustments made to accounts, nonpayment billing notices, turn-off orders, security deposit payment and refund records, meter deposit receipts, meter reading exception reports, meter orders and other account records.
Retention: 3 years after account closed or after account is transferred to another customer

B. Meter Records
Records relating to installation or removal of utility service meters and meter readings for utility service.

1. Meter Books, Data or Sheets
Used to record readings of customer's utility usage for billing purposes and to make data comparisons.
Retention: 3 years [18 CFR 125.3 31; maximum demand and demand meter record cards must be retained for 1 year]

2. Meter Location Records
Until updated

C. Rate Schedules and Supporting Documentation – Utility Billing
Fee and rate schedules and supporting documentation justifying the determination of public utility fees and rates, i.e., calculations, methodology for establishing the fee or rate, comparisons with other cities and counties, projections of revenue based on recommended fees or rates, etc.
Retention: 6 years after published rate sheets and schedules are superseded or no longer used to charge for utility services [18 CFR 125.3 30]


Cross References

Affidavits of publications – 40.020*, Affidavits of Publication

Agreements and contracts – 40.030*, Agreements and Contracts

Bonds – 105.040*, Bonds – Public Officials

Cemetery financial records – 10.030, Cemetery Financial Records

Correspondence – Schedule 145*, Correspondence Records

Insurance records – 105.010, Insurance Records

Licenses and permits – Schedule 75, Licenses and Permits

Meter calibration, maintenance and testing – 35.010*, Equipment Records – In General

Payroll records – Schedule 150, Payroll Records

Policies and procedures – 40.220*, Policies and Procedures Documentation

Property acquisition and sale – 95.010, Acquisition Records

Reports – 40.290, Reports

Rules, regulations and standards – 40.310, Rules, Regulations and Standards