BOP Program Statement 8532.08 § 19

officers records relating to the accountability, availability,

and status of funds must be retained for audit purposes.

Therefore, the retention of these records is governed by the

National Archives and Records Administration, General Records

Schedule.

The document retention schedule for payment documents is

referenced in the Document Retention Schedule (Attachment B).

/s/

Kathleen Hawk Sawyer

Director

PS 8532.08

3/15/2002

Attachment A

FEDERAL PRISON INDUSTRIES

INTEGRATED PAYMENT SYSTEM

VOUCHER PAYMENT COVER FORM

Current Date: ___________________________

Vendor Name: ____________________________

Invoice Amount: ____________________________

Payment Type: Partial______ Full _______

Administrative Deduction: Yes ____ No_____

Amount (if applicable): _______________

Explanation (if applicable):

_____________________________________________

_____________________________________________

_____________________________________________

Total Payment: _________________

Pre-audited by:_______________________________

Data entry information:

Date entered: _____________________

MM Document Number: _____________________

FI Document Number: _____________________

Entered by:_________________________________

Sub-certifying Officer signature:___________________________

PS 8532.08

3/15/2002

Attachment B

Document Retention Schedule

DESCRIPTION OF RECORDS AUTHORIZED DISPOSITION

Accounting Administrative Files:

Correspondence, reports and data

relating to voucher preparation,

administrative audit and other

accounting and disbursing operations.

a. File used for workload

and personnel management

purposes

b. All other files

Destroy when 2 years old

Destroy when 3 years old

Accountable Officer Files: The

original or copy of accountable

officers records must be maintained

for audit purposes. Such documents

as statements of transactions and

accountability, collection schedules

and vouchers, disbursement schedules

and vouchers and any others, except

for commercial passenger, freight

records and payroll. The following

documents or their equivalent must be

maintained.

SF 215 - Deposit Ticket

SF 224 - Statement of Transactions

SF1012 - Travel Voucher

SF1034 - Public Voucher for Purchase

and Services Other than

Personal

SF1038 - Advance of Funds Application

and Account

SF1047 - Public Voucher for Refunds

SF1080 - Voucher for Transfer between

Appropriations and/or funds

SF1081 - Voucher and Schedule of

Withdrawals and Credits

SF1098 - Schedule of Canceled Checks

SF1113 - Public Voucher for

Transportation Charges

SF1129 - Reimbursement Voucher

SF1145 - Voucher for Payment Under

Federal Tort Claims Act

SF1164 - Claim for Reimbursement for

Expenditures on Official

Business

SF1185 - Schedule of Undeliverable

Checks for Credit to

Government Agencies

SF1219 - Statement of Accountability

Destroy 6 years and 3 months after

period covered by account.