A2 Records Retention Schedule - 49ACCT.pdf

STATE OF MICHIGAN

RECORDS RETENTION AND DISPOSAL SCHEDULE

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

00000 Introduction The Accounting Division is

- responsible for DHHS financial records, including federal reporting, organization reporting, and state financial reporting. Grants Accounting: (not merged yet) Revenue Operations: 21315 - 21333, 26452 (not merged yet) Expenditure Operations: 38065 - 38111

35076 Requests to These records document requests RETAIN UNTIL: No 7/3/2007

- Garnish Home

Help Payments (supersedes item #33048) to garnish Home Help payments for child support on behalf of the Home Help provider. Home Help providers receive dual-party payments that cannot be garnished by law. ACT = until the last date of action.

longer active (see last sentence of description) PLUS: 7 years THEN: Destroy

38065 Staff Activity These records are submitted to RETAIN UNTIL: 9/13/2012

- Reports management to document staff funding, staffing needs, statistical information, and for other reporting purposes. They include forms denoting staff activity (i.e. counts and time spent) for various tasks performed in the Accounting Division.

Fiscal year ends PLUS: 7 years THEN: Destroy

38067 Statistical Reports These annual reports are sent to the RETAIN UNTIL: 6/21/2011

- to the Legislature

(supersedes item #8030.39)

Legislature to document out of state travel by DHS employees.

Date created PLUS: 3 years THEN: Destroy

This agency-specific schedule supplements the approved general schedules.

General schedules are available online at https://stateofmichigan.sharepoint.com/teams/insidemi/recordsmanagement/Pages/schedules.aspx .

https://stateofmichigan.sharepoint.com/teams/insidemi/recordsmanagement/Pages/schedules.aspx

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

38068 General Ledger These records include balance RETAIN UNTIL: 9/13/2012

- Books sheet account books, appropriation ledgers, deduct and review ledgers.

Fiscal year ends PLUS: 7 years THEN: Destroy

38069 Treasury Offset These reports document when DHS RETAIN UNTIL: 6/21/2011

- Reports

(supersedes item #8030.67) is unable to collect money from individuals and needs to refer collection duties to the Michigan Department of Treasury using the Local Accounting System Replacement (LASR) system. They identify the individual and the amount of money that is owed.

Fiscal year ends PLUS: 10 years THEN: Destroy

38070 Warrant Rewrites These records are used to RETAIN UNTIL: 9/13/2012

- and Investigations investigate and document action taken on improperly cashed checks or forgeries. The file may include warrant rewrite requests and attachments, affidavits, requests for information or data, handwriting analyst warrant transmittal lists, document examiner reports, warrant copies and envelopes, State Treasurer’s warrants, payment vouchers, and refunded or returned warrant transmittals.

Fiscal year ends PLUS: 7 years THEN: Destroy

38071 Payroll These records are used to verify the RETAIN UNTIL: 9/13/2012

- Certifications (PV

010) accuracy of the payroll by organization code. They are reviewed to identify new employees, departed employees and employees who have moved to different agencies.

Fiscal year ends PLUS: 7 years THEN: Destroy

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

38072 Federal Cost These plans document how federal RETAIN UNTIL: 9/13/2012

- Allocation Plans and Cost Allocation Program Reporting System funds will be distributed by DHS.

They are submitted to the U.S.

Department of Health and Human Services.

Fiscal year ends PLUS: 7 years THEN: Destroy

38073 Grant Awards and These records document how RETAIN UNTIL:

- Letter of Credits

(supersedes item #4077) much money the DHHS can spend on grants. The letters are received from the Federal government.

Fiscal year ends PLUS: 7 years THEN: Destroy

38074 Federal Reports The reports will document quarterly RETAIN UNTIL: 9/13/2012

- and Workpapers cost allocations for the department’s indirect costs. Retain the baseline year reports until a new baseline is set.

Fiscal year ends PLUS: 7 years THEN: Destroy

38075 Statistical/Financi These records were used for federal RETAIN UNTIL: 9/13/2012

- al Reports

(obsolete) reports and in statistical analyses of the effectiveness of department programs. They are no longer created.

Fiscal year ends PLUS: 7 years THEN: Destroy

38077 Government This database is used to track the RETAIN UNTIL: No 6/21/2011

- Benefits Database

Entries benefits received by children.

Entries contain contact and placement information for the child and serve as an electronic ledger of benefits. ACT = until file is closed.

longer active (see last sentence of description) PLUS: 7 years THEN: Destroy

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

38078 SSI-IAR Records These records document the RETAIN UNTIL: 6/21/2011

- (supersedes item

#8039.16, 8039.20) reimbursement of state disability assistance payments and state funded FIP benefits. Assistance is provided to clients on an interim basis during the time a client applies for supplemental security income. The federal government reimburses the State of Michigan for these expenses. These records may include copies of checks, payment vouchers, etc.

Fiscal year ends PLUS: 10 years THEN: Destroy

38079 Client Case This monthly report lists all payments RETAIN UNTIL: 9/13/2012

- Payment History

(obsolete) made to individual clients under the Aid to Dependent Children (ADC) and General Assistance (GA) programs.

Fiscal year ends PLUS: 7 years THEN: Destroy

38086 Support Payment These records document requests RETAIN UNTIL: 9/13/2012

- Refund/Reimburse ment Request for payment to reimburse/refund monies to the Friend of the Court or the client when child support is in excess of the client’s needs.

Fiscal year ends PLUS: 7 years THEN: Destroy

38090 Day Care Center These files document all payments RETAIN UNTIL: 9/13/2012

- Payment Files

(obsolete) made to day care centers, and questions about payments addressed by the County Offices.

Fiscal year ends PLUS: 7 years THEN: Destroy

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

38091 Monthly These records provide the county RETAIN UNTIL: 6/27/2017

- Statements to

Counties treasurers with information regarding charges, reimbursements, recoupment, and net monthly liability to the department or payment to counties. They include monthly child care fund reimbursements, detention payments, net chargebacks, adjustments, billing statements, detail reports, summary reports, reconciliations, correspondence, etc.

Fiscal year ends PLUS: 7 years THEN: Destroy

38092 County These reports document RETAIN UNTIL: 9/13/2012

- Chargeback

Reports chargebacks between DHS and counties for state wards. They may include census reports from facilities, ledgers of payments, error listings, state and county cost-sharing reports, balances due, reimbursements, etc.

Fiscal year ends PLUS: 7 years THEN: Destroy

38093 Foster Care These reports document the history RETAIN UNTIL: 9/13/2012

- Payment Files

(obsolete) of payments made to foster care providers and are used for reconciliation purposes. They may include lists of licensed foster care providers, payments made to agencies, payment lists for state wards, ADCF payment listings, etc.

Fiscal year ends PLUS: 7 years THEN: Destroy

38095 Emergency Needs These documents are submitted by RETAIN UNTIL: 9/13/2012

- Billing Reports County Offices so they can be reimbursed for payments that were originally made using their county’s funds. They may include semi-monthly transmittals, billings, and summary reports.

Fiscal year ends PLUS: 7 years THEN: Destroy

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

38096 Returned Money This log will document the return of RETAIN UNTIL: 9/13/2012

- Control/Daily

Cash Receipt Log money to the Department of Human Services by vendors participating in energy related programs. These programs will include consolidated vendor warrants, positive billing and emergency needs/heat. The log will also serve as documentation of money recorded for later disposition (i.e. deposit in appropriate account, return to vendor, remit to client, etc.).

Fiscal year ends PLUS: 7 years THEN: Destroy

38097 Energy Drafts List These lists document the issuance RETAIN UNTIL: 9/13/2012

- of energy payments by the

Department of Treasury to customers eligible for Home Heating Credits.

Fiscal year ends PLUS: 7 years THEN: Destroy

38098 Emergency Needs This report documents emergency RETAIN UNTIL: 9/13/2012

- Invoice Number

Cross Reference needs program payments made for the fiscal year to energy providers (vendors).

Fiscal year ends PLUS: 7 years THEN: Destroy

38099 Warrant Registers This register lists warrants issued to RETAIN UNTIL: 9/13/2012

- (obsolete) clients or shelter vendors, heat vendors and electric vendors for monthly or bi-monthly payments.

The information is used to verify names, addresses, account numbers, etc. for individual warrants received with no verification or warrant stub.

Fiscal year ends PLUS: 7 years THEN: Destroy

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

38104 Vendor These reports contain Consolidated RETAIN UNTIL: 9/13/2012

- Consolidation

Report Vendor Warrant (CVW) payments and refunds to/from vendors participating in the CVW program.

Fiscal year ends PLUS: 7 years THEN: Destroy

38105 Detention Billing These records document juvenile RETAIN UNTIL: 9/13/2012

- Files detention expenses paid by the

County Offices to contracted facilities.

Fiscal year ends PLUS: 7 years THEN: Destroy

38106 Edited Paid This microfiche is received from the RETAIN UNTIL: 6/21/2011

- Warrants

(supersedes item #8038.11)

Department of Treasury. It documents the disposition of all paid warrants issued by the Department of Treasury that were authorized by DHS.

Fiscal year ends PLUS: 10 years THEN: Destroy

38107 Welfare Fraud Fraud referral forms are completed RETAIN UNTIL: 6/21/2011

- Complaints

(supersedes item #8038.23) when responding to calls received on the welfare fraud hotline.

Date created PLUS: 5 years THEN: Destroy

38108 Fraud These files document investigations RETAIN UNTIL: 6/21/2011

- Investigation

Disposition Reports (supersedes item #27882) by the Office of Inspector General into welfare fraud, and support the collection of repaid funds. They may include signed repayment agreements, reports, notes, correspondences, etc.

Fiscal year ends PLUS: 10 years THEN: Destroy

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

38110 Recoupment of These files and databases RETAIN UNTIL: No 6/21/2011

- Overpayment

Files and Data (supersedes item #8039.3, 8039.4) document overpayment referrals where overpayment balances for providers or individuals is still outstanding for various assistance programs (including cash assistance, food assistance, child and dependent care, disability assistance, etc.). They document follow-up on the referrals, processing agreements for repayment, second or final notices, and resolution of the overpayment.

ACT = until funds are recouped or the overpayment is otherwise resolved.

longer active (see last sentence of description) PLUS: 7 years THEN: Destroy

38111

Retirement, Survivors and Disability Insurance (RSDI) Case Files

These records document RSDI benefits that are provided to children who are wards of the State of Michigan or in foster care. Funds are received from the Social Security Administration, and are used by DHHS to offset expenses for the child. They may include applications, forms, court orders, placement information, payment information, etc. ACT = until the case is closed.

RETAIN UNTIL: No longer active (see last sentence of description) PLUS: 10 years THEN: Destroy

6/27/2017

38112 Authorized These records document who is RETAIN UNTIL:

- Signature List

(supersedes item #4021) authorized to sign for financial transactions.

Date created PLUS: 10 years THEN: Destroy

49/ACCT Department of Health and Human Services

Accounting Division

Item # Series Title Series Description Retention Period

Approval Date

40399

W-2 Records and Data

These records document the annual earnings of home help employees. DHHS serves as the fiscal agent representing Medicaid clients who employ home help employees. They may include W-2 data, etc. Does this record belong to the Revenue Division or the Accounting Division?

RETAIN UNTIL:

Fiscal year ends PLUS: 7 years THEN: Destroy