Last updated in Transmittal No. 31
April 2020
General Records Schedule 1.1
GENERAL RECORDS SCHEDULE 1.1: Financial Management and Reporting Records
Last updated in Transmittal No. 31
April 2020
Financial transaction records include those created in the course of procuring goods and services,
paying bills, collecting debts, and accounting for all finance activity, per the following definitions.
is the acquisition of physical goods, products, personal property,
011
capital assets, infrastructure services such as utilities, and contracted personnel services to be used
by the Federal Government. means disbursements of federal funds for goods and
services, and fulfilling financial obligations to grant and cooperative agreement recipients.
Procurement and payment records include those such as:
•
contracts
•
requisitions
•
purchase orders
•
interagency agreements
•
Military Interdepartmental Purchase Requests (MIPRs)
•
printing requisitions to the Government Printing Office
•
memoranda of agreement specifying a financial obligation
•
solicitations/requests for bids, quotations or proposals for contracts and competitive grants
•
proposals, quotations, bids (accepted, rejected, unopened) for contracts and competitive grants
•
contingent fee justifications
•
legal and financial instruments such as bond and surety records
•
FAIR Act (A-76) records linked directly to specific procurement actions
•
credit card/purchase card/charge card statements and supporting documentation
•
vendor tax exemption records
•
invoices
•
leases
•
recurring financial transactions such as utility and communications invoices
•
documentation of contractual administrative requirements submitted by contractors such as
status reports
•
correspondence and papers pertaining to award, administration, receipt, inspection of and
payment for goods and services in this list
•
records of financing employee relocations
General Records Schedule 1.1
longer retention is
authorized if
required for
business use.
DAA-GRS-
Destroy when
2013-0003-
Copies
business use 0002
used for
ceases.
admini-
strative or
reference
purposes
Last updated in Transmittal No. 31 General Records Schedule 1.1
April 2020
Item
Records Description
Disposition
Instruction
Disposition
Authority
Collecting debts includes the collection of income from all sources (excluding taxation). Collections
records document collection of monies from all sources excluding administrative claims, taxation
(not covered under the GRS), and Congressional appropriation, such as:
• records documenting administration, receipt, and deposit of user fees for entry into and/or use
of public facilities; for recovering costs of providing government services; and receipt of
donations, bequests, and other collections from the public, including:
o cash register transaction records
o credit card and charge cards receipts
o records documenting deposits
o records documenting allocation of fees to funds/accounts
o deposit lists and logs
o customer orders
o revolving fund records
• fee and fine collection records
• garnishments
• sale of excess and surplus personal property
• fee or rate schedules and supporting documentation
• out-leases of Federal property
• debt collection files and cash receipts
• writeoffs
• copies of checks
• payment billing coupons
• letters from lenders
• payment records
• money orders
• journal vouchers
• collection schedules
Accounting is the recording, classifying and summarizing of financial transactions and events
related to assets, liabilities, revenue from all sources, and expenses to all payees to support
financial reporting, enable audit, and accumulate and generate management information to assist
in establishing an agency’s resource allocation priorities. Accounting records include those such as:
Last updated in Transmittal No. 31 General Records Schedule 1.1
April 2020
Item
Records Description
Disposition
Instruction
Disposition
Authority
• accountable officers’ records concerned with the accounting for, availability, and status of public
funds and maintained for Government Accountability Office (GAO) or other authority site audit,
but excluding payroll records, and accounts pertaining to American Indians. Includes:
o statements of transactions
o statements of accountability
o collection schedules and vouchers
o disbursement schedules and vouchers
• vouchers
• certificates of closed accounts
• certificates of periodic settlements
• general funds files
• general accounting ledgers
• appropriation, apportionment, and allotment files
• posting and control files
• bills of lading
• transportation and travel requests, authorizations, and vouchers
• commercial freight vouchers
• unused ticket redemption forms
Legal citation: 28 U.S. Code 2401(a)
Note 1: Procurement and other financial files that stand out because of high dollar value, media
attention, historical value, research value, or other extenuating circumstances may have permanent
value. Agencies that believe they hold such files should submit a records schedule to NARA.
41T41TNote 241T41T: Accounts and supporting documents pertaining to American Indians are not authorized for
disposal by this schedule. Such records should be reviewed and scheduled appropriately by the
agency since they may be needed in litigation involving the Government’s role as trustee of
property held by the Government and managed for the benefit of Indians.
Note 3: The Comptroller General has the right to require an agency to retain any portion of these
records for a period of up to 10 years.
Last updated in Transmittal No. 31 General Records Schedule 1.1
April 2020
Item
Records Description
Disposition
Instruction
Disposition
Authority
Note 4: Agencies must offer any records created prior to January 1, 1933, to the National Archives
and Records Administration (NARA) before applying this disposition authority.
012
Bids and proposals neither solicited nor accepted.
Bids and proposals that are both unsolicited and the subject of no further agency action.
Temporary.
Destroy when no
longer required
for business use.
DAA-GRS-
2016-0001-
0001
020
Records supporting compilation of agency financial statements and related audit, and all records of all other
reports.
Includes records such as:
• schedules and reconciliations prepared to support financial statements
• documentation of decisions re accounting treatments and issue resolutions
• audit reports, management letters, notifications of findings, and recommendations
• documentation of legal and management representations and negotiations
• correspondence and work papers
• interim, quarterly and other reports
Temporary.
Destroy 2 years
after completion
of audit or closure
of financial
statement
/accounting treat-
ment/issue, but
longer retention is
authorized if
required for
business use.
DAA-GRS-
2013-0003-
0011
030
Property, plant and equipment (PP&E) and other asset accounting.
Records necessary for documenting the existence, acquisition, ownership, cost, valuation, depreciation, and
classification of fixed assets such as real property, capitalized personal property, internal use software,
equipment, and other assets and liabilities reported on an agency’s annual financial statement
SSsSS (agency net
worth or financial position), and non-capitalized but monitored PP&E, such as:
• purchase orders and contracts
• invoices
• appraisals
• costing and pricing data
• transactional schedules
• titles
• transfer, acceptance and inspection records
• asset retirement, excess and disposal records
•
plant account cards and ledgers pertaining to structures
Temporary.
Destroy 2 years
after asset is
disposed of
and/or removed
from agency’s
financial
statement, but
longer retention is
authorized if
required for
business use.
DAA-GRS-
2013-0003-
0004
Last updated in Transmittal No. 31 General Records Schedule 1.1
April 2020
Item
Records Description
Disposition
Instruction
Disposition
Authority
• correspondence and work papers
Exclusion: Records concerning a historically significant structure or other stewardship assets (for instance, the
structure appears on the National Register of Historic Places), are not authorized for disposal. Agencies must
submit a records schedule to NARA to cover these records or apply an existing schedule.
040
Cost accounting for stores, inventory, and materials.
Records providing accountability for receipt and custody of materials and showing accumulated cost data,
including the direct and indirect costs of production, administration, and performance of program functions of
the agency; such as:
• invoices or equivalent papers used for inventory accounting purposes
• inventory accounting returns and reports
• working files used in accumulating inventory accounting data
• plant account cards and ledgers, other than those pertaining to structures
• cost accounting reports and data
• depreciation lists/costs
• contractor cost reports re contractor-held-government-owned materials and parts
•
receiving, inspection, and acceptance documentation
Temporary.
Destroy when 3
years old, but
longer retention is
authorized if
required for
business use.
DAA-GRS-
2013-0003-
0012
050
Construction contractors’ payroll files.
Agency copy of contractors’ payrolls for construction contracts submitted in accordance with Department of
Labor regulations, with related certifications, anti-kickback and other affidavits, and other related papers.
Temporary.
Destroy 3 years
after completion
of contract or
conclusion of
contract being
subject to an
enforcement
action, but longer
retention is
authorized if
required for
business use.
DAA-GRS-
2013-0003-
0003
Last updated in Transmittal No. 31 General Records Schedule 1.1
April 2020
Item
Records Description
Disposition
Instruction
Disposition
Authority
060
Contract appeals case files.
Records of contract appeals arising under the Contracts Dispute Act. Includes:
• notice of appeal
• acknowledgment of notice
• correspondence
• copies of contracts, plans, specifications, exhibits, change orders, and amendments
• hearing transcripts
• documents received from concerned parties
• final decisions
• other related papers
Temporary.
Destroy 1 year
after final
resolution, but
longer retention is
authorized if
required for
business use.
DAA-GRS-
2016-0001-
0003
070
Vendor and bidder information.
Documentation of approved, suspended, and
debarred vendors and bidders.
Records of suspensions and debarments for violation of
the Drug-Free Workplace Act.
Temporary.
Destroy 5 years
after removal
from approved
status, but longer
retention is
authorized if
required for
business use.
DAA-GRS-
2016-0001-
0004
071
Records of all other suspensions and debarments and all
approved vendors and bidders.
Temporary.
Destroy 3 years
after removal
from approved
status, but longer
retention is
authorized if
required for
business use.
DAA-GRS-
2016-0001-
0005
080
Administrative claims by or against the United States.
Records of monetary or property claims by the United States subject to the Federal Claims Collection Standards,
completed or closed by:
•
payment in full
Temporary.
Destroy 7 years
after final action,
but longer
DAA-GRS-
2017-0005-
0001
Last updated in Transmittal No. 31 General Records Schedule 1.1
April 2020
Item
Records Description
Disposition
Instruction
Disposition
Authority
• compromise agreement
• termination of collection action
• determination that money or property is not owed to the United States
• approval or denial of claim waiver for erroneous payment of pay, travel, or relocation expenses to a civilian
Federal employee or a member or former member of the uniformed services or the National Guard
• lifting of court order
Also, records of monetary claims against the United States, completed or closed by:
• disallowance in full
• allowance in full or in part with final payment awarded
• settlement, compromise, or withdrawal
• lifting of court order
Legal Citations:
31 CFR 900-904
28 U.S.C. 2401
28 U.S.C. 2415(a)
31 U.S.C. 3716(c)
31 U.S.C. 3716(e)
retention is
authorized if
required for
business use.
090
Government purchase card and travel credit card application and approval records.
Applications by employees for Government credit cards issued in card-holder’s name, whether for official travel
expenses or for purchasing goods and services. May include:
• application for credit card
• credit release form
• applicant credit report
• cardholder agreement
• acknowledgement of responsibilities and penalties for misuse
• approving official agreement
• certificate of appointment (warrant)
•
card training certificate
Temporary.
Destroy upon card
holder separation
or when card is
returned to office
and destroyed, as
appropriate, but
longer retention is
authorized if
required for
business use.
DAA-GRS-
2018-0003-
0001
100
Small and Disadvantaged Business Utilization records.
Temporary.
Destroy when 3
years old, but
DAA-GRS-
2018-0003-
0002
Last updated in Transmittal No. 31 General Records Schedule 1.1
April 2020
Item
Records Description
Disposition
Instruction
Disposition
Authority
Records maintained by offices of Small and Disadvantaged Business Utilization (offices of Small Business
Programs in the Department of Defense) established pursuant to the Small Business Act (15 U.S.C. 644(k), as
supplemented). Includes:
• inquiries or assistance requests from industry or the general public regarding small business contracting,
subcontracting, or other funding opportunities
• materials negotiating and promoting small business contracting goals
• records of outreach events such as workshops, conferences, specialized vendor outreach sessions, and
award ceremonies
• event evaluations, surveys, and other customer feedback
• reviews of proposed agency acquisitions for bundling and small business contracting opportunities
• spending management and goals
• forecasting and studies
• subcontracting and performance reports
• data reported to and gathered from central reporting systems [Note: the systems are scheduled by their
owners, not the GRS]
• program director’s
recommendations to contracting officers regarding awards
• complaints and responses to them
• Small Business Administration requests or recommendations regarding set-aside of contracts or
requirements or changes in acquisition strategies
• records documenting receipt and referral of unsolicited proposals or small business capability statements
containing proprietary or confidential contractor information
• communications with the Small Business Administration Enforcement Ombudsman, per Public Law 104-121,
section 30(b)(2)
•
correspondence
longer retention is
authorized if
required for
business use.
