2018 GNYADA Membership Directory

ACCOUNTING RECORDS

Accounts Receivable/Accounts Payable Ledgers & Schedules Audit Reports & Chart of Accounts (Certified, IRS, Warranty) Bank Statements (bank reconciliations, cash books, deposit slips) Capital Stock & Bond Records, Ledgers, Options, Records of Interest Coupons,

7 years

Permanently

7 years

Permanently

Stubs Showing Issues, Transfer Registers Cash Reporting Forms (8300)

7 years 7 years

Checks Canceled

Exceptions: important payments, special contracts, taxes, should be filed with documents

Permanently Permanently Permanently Permanently

Financial Statements & Depreciation

General/Private Ledgers (year-end trial balance)

Gifts/Records of Gifts

Internal Audit Reports (longer retention may be desirable)

5 years 5 years 10 years

Internal Reports (misc.)

Invoices to customers/from vendors and for vehicles

Journals

Permanently

2 0 1 8 MEMBERSHIP DIRECTORY Hot TOPICS

Notes, Receivable Ledgers and Schedules

7 years

Payroll Records and Summaries

Permanently

Petty Cash Vouchers

4 years

Property Records (costs, depreciation reserves, depreciation schedules,

Permanently

year-end trial balances) Purchase Orders

7 years 4 years 4 years 7 years

Requisitions

100

Sales Commission Reports

Shipping and Receiving Reports Stock & Bond Certificates Canceled Tax Returns and Related Documents Vouchers, Voucher Register & Schedules

Permanently Permanently

7 years 7 years

Withholding Tax Statements

©2018 GNYADA

CONSUMER RECORDS

Credit Applications

5 years 1 year 10 years 5 years

Customer Files/Credit Denied/Dead Deal

Customer Files/Deal Jackets

OFAC (Office of Foreign Assets Control) Prescreened Solicitations to Consumers Prescreened Solicitations to Businesses Retail Installment Contracts - after expiration assigned

25 months after credit offer date 12 months after credit offer date

10 years 10 years

not assigned

Service Contracts/ExtendedWarranties

10 years after expiration

Telemarketing Sales Rule (scripts, customer information & other information relating campaigns)

24 months

New York City Financial Disclosure Form

6 years 6 years 6 years

New York City Contract Cancellation Option Form New York City Consumer Bill of Rights Form

NEW

©2018 GNYADA