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1 Department/Section Department of Financial and Administrativ~Services:_fin~c~ an_q A~co_!lnting Effective Date Schedule No. I Page Records Series Title Description 1 Retention Period 1 Final Annual Parish Financial Report Annual Corporate Financial Report General Ledgers and Journals Date I Archivist Approval ll/.z7/tj. c""',,...j,~ G. Le.J.A..rn<< <. k ~~ Jl~~c,rnt4' Annual Parish Financial Report -annual financial statement submitted to the Department of Financial and Administrative Services by parish administrators describing the parish's financial operations and conditions. Annual Corporate Financial Report - annual financial statement submitted to the Archbishop or Finance Council chronicling an corporate body's financial activities over the past fiscal year and describing it's financial operations and conditions. Ledgers and Journals - may include cash disbursement journal, cash receipts journal, journal entries, purchase journal, sales journal, and ledgers. (Print) Date Department Head or Cabinet Date Secretary 11-2.?-tJr,.. r!:" HEZ...r<:uJ :r, FA/J..eE VI-.J? JJ 2 2 Retain for at Finance Representative.rothJ '-. wr:..~<.jkl t..d r if~& i 'jf2fl r:psku;vi. I Date 2 2 3,;/:, /!L ~nature I Permanent Department of Financial and Administrative Services to send copy to Archives. Parish to maintain a copy in their archives. Permanent Department of Financial and Administrative Services to send copy to Archives. entity to maintain a copy in their archives. Law Representative Approval (Print) ;_ '., I...:. ' A' --- f ;:',.. /: ( "-' l;-~ '~ I ~ /)..,i,-'-.(._ I. ( f...,f

2 Department of Financial and Administrative Services 2 Budget, Executive Budget, Entities Budget, Executive- represents the official budget of the Archdiocese of New Orleans. Budget, Entities -budgets for administrative offices, departments, schools, and parishes. Retain for at 0 4 Permanent Department of Financial and Administrative Services to send copy to Archives. Retain for at 0 4 return( s) to Budget, Department of Housing and Budget, Department of Housing and Urban Development, Christopher Retain for at 0 4 Urban Development, Christopher Homes - budget for Christopher Homes, Inc and for properties managed by Homes, Inc Christopher Homes, Inc that receive monies from the Department of Housing and Urban Development. 24: CFR Investments, Annual Investments Annual Investments - may include depreciation schedules, investment portfolios, Retain for at and interest and calculations reports. 0 4 the filing of the return for the year in which disposition occurs. Date Archivist Date Department Head or Cabinet Date Finance Representative Date Law Representative Secretary ~pproval (Prin~. 1!).7/j_ Gmt/1 ~Le... tt /7r /;2- -;) '. ' I'Y\(( <. (I :,.{ 7-l~ 1" s t/'l"'ltl'iv ::r; Fit($/(_ E 1/ J.] )J ;..., [L Jl>H J1i l., /7'-J<JfO'-lJ r I {.l ~~ A ftc(,..' ~..: c, 1-L.c~:ct ~ --~ ' ;...-.-~f"'--~., ~~~j.~l-rr-7~ {-~j}o;t- ~~,~r"'''" ~~~ i {'. ~II:

3 Department/Section Department of Financial and Administrative Services: Finan<2e and Acc~1.1nting Records Series Title Investments, Bonds, Securities, Stocks Investments, Capital Assets, ($1 0, or more) Investments, Noncapital Assets, (less than $10,000.00) Financial Working Papers Date Archivist 1 ta~.:t Em~/,e. G. Le ~ mt.: '> ~--~ ~J.f~n/4/ Description Bonds, Securities, Stocks Capital Assets,($ 10, or more)- any projects needing the approval of the Finance Office, Vicar General, Finance Council or the Archbishop. Noncapital Assets, (Less than $10,000.00)- any project needing the approval of the Chief Operating Officer or the Vicar General. Financial Working Papers- documents that accountants use to organize their work and that supports the information found in their financial statements. Date I Department Head or Cabinet Secretary II, 27-JdJ.,. s Hi<?'L.. ur./ :r; P/fiJ,/2 ~:: t- djj;~ ~- a}- Date Finance Representative /IJijJI J1JJ-1/II L, ~ck.iftlj)t Effective Date Schedule No. I Page 1 Retention Period 1 Final Retain for at I 0 4 the filing of the return for the year in which disposition occurs. Retain for at the filing of the return for the year in which disposition occurs. Retain for at the filing of the return for the year in which disposition occurs. Retain for at Date i I!2 I sold or matured. Send to Archives for archival review. Law Representative ~fproval (Pri~. / 1 t:., IL t < "' A. +;.. ~-It. I ~ ~nafury?)..-,. c'' f.: - <i './ ''.b. ( 1 \.;, -<, t,_,,,_..(..1 (. /.. I ~.'-' -

4 Department of Financial and Administrative Services: Finance and Accounting 4 Audit Report Audit Report - an examination of fmancial records and accounts to check their Retain for at 0 4 Permanent accuracy. Department of Financial and Administrative retum(s) to Services to send copy to Archives. Entity to maintain copy in their archives. Internal Auditor's Working Papers Internal Auditor's Working Papers- documents that serve as evidence of work performed by auditors Accounts Payable Disbursements - a deduction from an account. Retain for at 0 4 retum(s) to Date Archivist Date Department Head or Cabinet Date Finance Representative Date Law Representative Secretary -") IJ/tl{i} -B<--,r;i t 1. 11/:;.t/.J. C.~rll/;o(; 1-euma.c., tl f.5/-1 E L n,j ::r. F;-7 {!,.e t= "l.l'i IJ. J'Oii141.a.. t:tci<.if'f '-JJ r F, < I ' -""~ 4... ; :;~{_0.1J -ch;_u~a- t ct~n -~ OJ-- ~ D p H (" ( i ~-....,_(j fj..... ~ -----~, ~).~A.-( t" i..c:.l'-'.j I L l.. \ / :) ') (;._ /. -. P.

5 Department of Financial and Administrative Services: Finance and Accounting 5 Accounts Receivables Banking Gifts, Donation and Other Revenue, $10, or more Gifts, Donations and Other Revenue, less than $10, 000 Deposits - an addition to an account. Banking - may include, bank statements, check registers, canceled checks, payroll checks and payroll bank statements. Gifts, Donation and Other Revenue, $10, or more- may include cash, property, stocks, bonds, or wills. Gifts, Donations and Other Revenue, less than $10, may include cash, stocks, bonds, or wills. Retain for at 0 4 retum(s) to Retain for at 0 4 Retain for at 0 4 Catholic Foundation to send to Archdiocesa n Archives for archival review. Retain for at 0 4 Date Archivist Date Department Head or Cabinet Date Finance Representative Date La\AI ~~~entative Secretary lth7,/.l t-;.,,/,(j G Le u., n<i <. ~~kjd-~~~ ll...!-s-/1-eL. T77 ""'' :F. FA. a tc t:: VI J-1 /J. JtJif,J J... ecxtt-... or ~ 1//lt/12 ~prof~"z>u t c ~r A /) ~I\.~ c.j. c,.c-( 0.-~f/ / 1-:-j,, ( 't' ("'"' ' ' -r ~Y-. ~- 2eL- c: lq_- )e 1,.t (L ~--ij L.L fl f I

6 Department of Financial and Administrative Services: Finance and Accounting 6 Donations, Annual Acknowledgement Donations, Annual Acknowledgement Letter for the IRS -letter sent to a Retain for at 0 4 Letter for the IRS donor by an entity, acknowledging the receipt of a single contribution of$ or more. retum(s) to Payroll Records Payroll Records - may include pay registers, time cards, attendance sheets, and payment for child support, tax penalties, and other deductions CFR: (a) and 29 CFR Payroll Taxes Clergy (Seminary) Burses Ledger Payroll Taxes- may include quarterly payroll tax reports, 1099 forms, W-2 Forms, W-4 Forms, Social Security Withholding Tax and Louisiana State Withholding Tax. 26 CFR: (e)(2) Clergy (Seminary) Burses Ledger - funds set up to provide interest income that can be used in perpetuity to help defray the cost of educating men to the priesthood Permanent 0 Permanent Permanent Ledger maintained in Vocations Office. Tuition Agreements and Ledger for Tuition Agreement and Ledger for Seminarians - Funds disbursed as loans for Retain for at 1 Active Seminarians Seminarians' tuition and/or educational costs +5 retum(s) to Date Archivist Date Department Head or Cabinet Date Finance Representative Date Law Representative Secretary Ap~oval (Print) ;;fol)~ c~-n.j, <!J c L=- t.a../}1~ '> ii-z ;li?ltq,;t/ ::J I FtttJ;e/.:7 '1 ~1 /J... j()hai L. ~U<Ifrl4>1 ;;/v/(z. t c J,c._-4 A g~ ~-~~(_/(/~/~~- J J~ /-J/~7 14 }~C} al c- -'...--, 'Dr: td '; ~-.A- ("., \-. <-F~... /y -~ /)...e,u-j..._.jj L J.-. P.

7 Department/Section De_partment of Financial and Administrative Services: Finance and Accounting Records Series Title Charitable Gaming Effective Date I Schedule No. I Page Description 1 Retention Period 1 Final Raffles - Entities that sell raffle tickets may maintain the following records pertaining to raffles: number of tickets or chances; number of tickets or chances printed or available; name of person drawing winning ticket (s) or determining winner (s); prizes given and their value; and name, address, and date of birth of winner (s). LAC 42: 1721 A (2) Active Inactive Total Disposition Bingo, Keno, Pull Tabs, and Raffles - Entities that engage in charitable gaming may retain the following records: bank statements, canceled checks, deposit slips, sales invoices and receipts, purchase invoices and receipts, shipping documents, lease agreements, inventory records, and records of daily gaming activity as may be prescribed by the division. LAC 42: 1731: A-B School Food Services, Equipment Equipment- records for equipment with a unit acquisition cost of$1000 or more, I I 3 Active with a useful life of one year or more, and acquired in whole or in part with school Equipment +4 food service funds shall be retained for three its fmal disposition. with a cost LA Bulletin 1196 Date Archivist Date I Department Head or Cabinet kdate j Finance ~~~~ Ch~/,& G Le-;... ma <; ~J~~l~~~ of $1000 or more and useful life of one or more. Representative Date Law Represe.ntati.ve Secretary.,,...,. o-1 F S ;1-e '-7.!/v' X.F,413,e c 'I J.7.J J?J/hl j.. ~c LiJ t/) 21 /; 2 ')< u ~ '"'"J A- ~' "</ lro.. s;;~, ~ em_ i/' v I T if~ ;R ~,,~::a:1--{,

8 Department of Financial and Administrative Services: Finance and Accounting 8 Transaction Records - all income, expenditures, and meal counts shall be School Food Services, Transaction supported by source documents such as itemized invoices, attendance and payroll Records records, deposit slips, inventory records, participation records, etc. LA Bulletin 1196 I School Food Services, Source Documentation IRS Tax Guide for Churches and Reli~ious Or~anizations Source Documentation - Records, reports, inventories, invoices, and receipts that document the daily operations of the department. May include daily production records, monthly school reports, and applications for free and reduced meals, sign-in sheets, and assignment and assurance letters. Retain for three years after fmal claim for reimbursement. LA Bulletin 1196 IRS Tax Guide for Churches and Religious Or~anizations School Food Services, Procurement Procurement Documentation - all written documentation shall be maintained Documentation for three submission of the final claim for reimbursement for the fiscal year to pertain. LA Bulletin 1196 IRS Tax Guide (or Churches and Reli~ious Or~anizations Date Archivist Date Department Head or Cabinet Date Finance Representative Date Law Representative Secretary ~Jfroval (Print). 1/»}::>.. ;..,le, c; k i.<.ini. ( l"t t-..? /TI:'-. n: rj ~-- r fl ~ /j.~' l~ ]"IJ/1# '-, E"CI<Ifv 4J)T 'j\ It J..tLc-:/ J:l 1:1,;: / dt JiiVJ 1!/21,2 r~ '?N,; <'C E' "~A.... ~<( ' aj_ 7r \ (:.:;;.- ' g~~)j/~~ +-flk~ 5!. ~J_ (/!/ I I 'b p A(~ ( t~,...j.. I tl: /_ P.

9 Department of Financial and Administrative Services: Finance and Accounting 9 Federal Emergency Management Federal Emergency Management Agency, Department of Homeland Security Grant 3 years Active Agency, Department of Homeland Grants and Cooperative Agreements- may include all financial and Active. after +3 years Security, Grants and Cooperative programmatic records, supporting documents, statistical records, and other records the Agreements of grantees or subgrantees. close 44 CFR of grant Date Archivist Date Department Head or Cabinet Date Finance Representative Date Law Representative Secretary It~~ Cmt./e.C /.eu..,r~ts /!.. cj..,, '-~ /f. d. ;//'<-/r"" tl- 27-ll.. r StiEL IC>/'J J. l;:!r,1,12-t::" VI V./J.. :roj+n "'- i:?tk/#j..dt 1;/'-il)-, j). ("' r '' i a,.-1 a. + ~ (~ ( ~ ~~ I$~ JJ of~m~ -f~ C}:d/ c<a.7?. /) l(i A-t' I. L._...(I {. J._ ffn~ ' f.,.,

10 Department/Section: Department of Finance and Administration: Insurance Effective Date Schedule No. Page Certificates ofinsurance Certificates of Insurance - a document issued by an insurance companyibroker that 0 0 Permanent Permanent is used to verify the existence of insurance coverage under specific conditions granted to listed individuals. More specifically, the document lists the effective date ofthe policy, the type of insurance coverage purchased, and the types and dollar amount of applicable liability.,--- Coverage Coverage Certificates!Policies: may include all insurance coverage purchased by Coverage is One year past Permanent Permanent Certificates!Policies the Archdiocese. in effect. renewal of policy Special Events Coverage Special Events Coverage: specialty coverage for sponsored and non-sponsored Coverage is One year past Maintain (10) events. in effect. event date. (10) years years past past event event date. date. Accident or Claim Report Accident or Claim Report (Suspense): claims that are not immediately pursued. Claim is Case is Active + I one (Suspense) filed. declared year after inactive. claim is.ministrative Decision declared inactive. Claims-Loss History Claims-Loss History - ma~~ri\1:ti~n on claims submitted by location under Date of Loss Date Claim Maintain (10) General Liability, Property, or Workers' Compensation Coverage. Closed (10) years after close of close of claim claim , Date Archivist Date Department Head or Cabinet Date Finance Representative Date Law Representative y; t;pj~ /' lj;'tur,~ ~4tf. ~ Secretary Ar:tir~1 (Print) ~ ~hi;lle. ~, Ar.t (pr:\;i~&r / ~ -tl.(f &. wr([.. n~y I "',... ~~ /{I;t J II J /I, I 1 (, ~/

11 Archdiocese of New Orleans-Records Retention Schedule Department/Section: Department of Finance and Administration: Insurance Effective Date I Schedule Page No. 2 Active Total Disposition Risk Management/Safety Risk Management/Safety Inspections - a report that identifies potential hazards on 2 5 Inspections properties. Appraisals Appraisals a report on that estimates the value ofa property including photographs I 2 3 Pennanent I Pennanent of property Vehicles Ownership Papers Vehicles Ownership Papers - copy of ownership papers with year, make, model, vin When When Pennanent Pennanent number and registration. vehicle vehicle purchased. sold. Date Archivist I Date Department Head or Cabinet Date Finance Representative I Date &.J/~~ ~~ Law Representative Secretary Appr!-lVal (Prin~ /' APyr~val (P. r.i~t) f J-I,... " ~"7' I :~(.ri", ~i~ V ( {l-er Slgn.tuiY~