Utah Admin. Code 337-9-3

Current through Bulletin 2024-06, March 15, 2024
Section R337-9-3 - General Rule

All credit unions under the jurisdiction of the Department of Financial Institutions shall retain and preserve all records listed in the following schedule for the period indicated for specific type:

TABLE

(1)

Accounting and Auditing

(a)

Financial statement ..........

10

(b)

Cash received vouchers ........

7

(c)

General ledger ............

P

(d)

General journal/cash records .....

P

(e)

Cash accounts reconciliation journals ..............

7

(2)

Administrative

(a)

Bylaws and amendments .........

P

(b)

Certificates/licenses .........

P

(c)

Charters ...............

P

(d)

Examination reports ..........

10

(e)

Supervisory and outside audits ....

10

(f)

Minutes ................

10

(3)

Surety and Fidelity Bond Time Period After Expiration ............

10

(4)

Member Certificate of Deposits Time Period After Payment .............

7

(5)

Collections (Past Due Accounts)

(a)

Collection files (closed) .......

7

(b)

Schedule of delinquent loans ......

2

(6)

Currency Transactions and Related Material

(a)

Copies of drafts, checks or money orders drawn on the credit union or issued and payable to it ......

7

(b)

Copies of checks, drafts or money orders drawn on the credit union or issued and payable by it ......

7

(c)

Copies of records of each payment or transfer of funds, checks, investment securities or other money instruments of $10,000 or more outside the United States ...............

7

(d)

Copies of records of each item of $10,000 or more received from outside the United States ..........

7

(e)

Currency Transaction Reports (Form 4789) ................

7

(f)

Deposit slips or credit tickets of all debits over $100,000 ......

7

(g)

Exemption statements .........

7

(h)

Exemptions Master List ........

7

(i)

Records of all extensions of credit over $10,000 unless the credit involves mortgage, home equity loans or refinancing ........

7

(j)

Reports of international transportation of monetary instruments (Form 4790) ......

7

(k)

Statements or ledgers showing all account activity ..........

7

(7)

Checking/Draft Accounts: Members

(a)

Checks/drafts paid ..........

7

(b)

Daily reports of overdrafts time period after overdraft is cleared .....

1

(c)

Deposit tickets ...........

7

(d)

Individual members' account history ledgers ...............

P

(e)

Signature cards ............

P

(f)

Stop-payment orders time period after issued ............

1

(g)

Undelivered statements/dormant accounts log time period after date of last activity or contact with credit union ............

7

(h)

Disclosures/Notices of check-holds . .

2

(8)

Draft/Checking Accounts Held by Credit Unions

(a)

Certified checks/receipts .......

7

(b)

Checks/drafts (canceled) .......

7

(c)

Check/draft register .........

7

(d)

Expense checks (canceled) .......

7

(e)

Expense check register ........

7

(f)

Expense vouchers or invoices .....

7

(g)

Money orders and register .......

7

(9)

Personnel Information

(a)

Disciplinary action records time period after terminated .......

7

(b)

Earnings record ............

P

(c)

Employee benefit plans ........

P

(d)

Employee information reports .....

7

(e)

Employee applications (not hired) . . .

3

(f)

Employee applications (hired) time period after terminated .......

7

(g)

Employment eligibility verification ............

3

(h)

Injury reports time period after report date .............

5

(i)

Personnel files time period after terminated ............ .

7

(j)

Unemployment compensation .......

7

(k)

Training manuals and records ......

7

(l)

Withholding authorization time period after terminated ......

8

(10)

General Information

(a)

Applications for traveler's checks . .

7

(b)

Change-of-address orders .......

2

(c)

Paid bills, statements and invoices . .

7

(d)

Vault records (except safe deposits). .

1

(e)

Wire transfer debit and credit entries ...............

7

(f)

Safe deposit access/entry tickets time period after entry date ....

7

(g)

Safe keeping receipts ........

P

(h)

Lease and contract ..........

P

(11)

Insurance Policy ............

P

(12)

Investments ...............

P

(13)

Merged Credit Union Articles and Bylaws ................

P

(14)

Loans

(a)

Loan documentation to directors ....

7

(b)

Business loan documentation time period after account closed .....

7

(c)

Consumer loan documentation time period after payoff .........

7

(d)

Real estate loans documentation time period after payoff ......

7

(e)

Real estate related documents

(i)

HMDA-1 ................

10

(ii)

HUD-1 ................

10

(iii)

Good faith estimates time period after estimate ..........

2

(15)

Share Accounts

(a)

Membership and signature cards ....

P

(b)

Individual share ledgers .......

P

Utah Admin. Code R337-9-3