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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100

email: parc@portlandoregon.gov

1800 SW 6th Ave, Suite 550, Portland, OR 97201

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9102 TRANSPORTATION FINANCE

9102-01   Project Assignment Notices

Record is created to assign project number and center codes used to administer projects. Series is also used to document general information about the project. Notice includes information and type of project. Notice includes funding source, center code number, billing information, project management information and a copy of the closure notice.

Retention: 3 years after completion
Record Copy? Yes

 

9102-02   IBIS Project Tracking Reports

Series is used by Project Managers to track cost and which divisions are working on a project. Reports document cost for each sub-project. Reports contain year to date, current period and life to date costs for each sub-project. Report tracks current expenditures for wages, benefits, and all other cost categories.

Retention: 3 years- year-end report; retain as needed all other reports
Record Copy? Yes

 

9102-03   PDOT Budget Accounting Reports

Reports are distributed to PDOT managers to update status of services and products. Reports are a recapitulation of IBIS information used for bureau purposes such as tracking encumbrances, actual expenditures and project billings. Most records are computer reports (Lotus) created using IBIS information but may include information pulled from transportation VAX systems. Report includes expenditures, original budget, revised budget, encumbrances, year-to-date information, balance and percent of balance left. Current report includes a line item report, interagency billing report, internal services received report, encumbrance report, BS60 report, and the PDOT activity reports. Reports may be created on demand.

Retention: 10 years- year-end report; retain as needed but no longer than 3 years- all other reports.
Record Copy? Yes

 

9102-04   Invoice Tracking Reports

Records show the postings per accounting period to the project tracking data base. Records document postings to the major cost categories. Report does not show manually entered postings.

Retention: Retain as needed
Record Copy? Yes

 

9102-05   Project Tracking Source Documents - Non Grant Projects

Records are used to back up and document expenditures and payments from the accounts payable system. Records document project tracking database. Series includes non-reimbursable projects, operational projects and cost recovery projects. Records non-reimbursable projects, operational projects and cost recovery projects. Records include copies of payment authorizations, purchase orders, TARS, IBIS entries, etc.

Retention: 2 years
Record Copy? No 
Where? Accounts Payable

 

9102-06   Project Tracking Source Documents - Grant Records

Records are used to back up and document expenditures and payments from the accounts payable system for grant projects. Records document project tracking database. Records include copies of payment authorizations, purchase orders, TARS, IBIS entries, etc.

Retention: 3 years after completion
Record Copy? No
Where? Accounts Payable

 

9102-07   MIS (Management Information System) Budget Records

Record is a tool used by section managers to prepare the budget and is used to determine rates and charges for specific projects. Records include information about rates, charges, and funding source and information developed for budget requests, adopted budget, and the revised budget.

Retention: Retain as needed
Record Copy? Yes

 

9102-08   PDOT Petty Cash Account Records

Series is used to track bureau petty cash funds. Series includes petty cash funds for Bureau of Traffic Management (BTM), Bureau of Transportation engineering (BTE), and the Office of the Director. Records are checks, check registers and bank statements of various petty cash accounts.

Retention: 2 years
Record Copy? Yes