You may submit a request for any of the following records in accordance with applicable public records laws. The departments have included a direct link to some of the records; if there is no link for the record you are seeking, and/or you would like to request additional information regarding that record, please contact the department or division directly using the contact information provided for that specific record.

Controller

http://sfgov.org/controller

Ratified on:8/18/2020 11:44:27 AM

Department Contact:

Rosanne Torre

415-554-7401

rosanne.torre@sfgov.org

ANNUAL APPROPRIATION ORDINANCE (DRAFT, COMMITTEE, BOARD)
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent
Retained On-Site:
PERMANENT - Stored on Controller's website.
Retained Off-Site:
N/A
Total Time Retained:
PERMANENT - Stored electronically on Controller's website.
AUDIT WORKPAPERS AND SUPPORTING DOCUMENTS FOR AUDIT REPORTS
Category:
City Audits
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years - Stored electronically
Retained Off-Site:
N/A
Total Time Retained:
7 years - Stored electronically
BIWEEKLY PAYROLL FILES
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
3-storage
Retained On-Site:
N/A
Retained Off-Site:
3 years
Stored digitally offsite for emergency purposes
Total Time Retained:
3 years - Stored digitally for emergency purposes.
BOND OFFICIAL STATEMENT, RELATED SCHEDULES AND DOCUMENTS
Category:
City Bonds
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent, 2-current, 3-storage
Retained On-Site:
5 years
Retained Off-Site:
PERMANENT
Total Time Retained:
PERMANENT - Stored electronically on Controller's Website.
BOND PAYMENT REQUISITIONS, REQUEST FOR PROPOSALS
Category:
City Bonds
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent, 2-current, 3-storage
Retained On-Site:
5 years
Retained Off-Site:
PERMANENT
Total Time Retained:
PERMANENT
BOND SECONDARY DISCLOSURE REPORTS
Category:
City Bonds
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent, 2-current, 3-storage
Retained On-Site:
5 years
Retained Off-Site:
PERMANENT
Total Time Retained:
PERMANENT - Stored electronically on Controller's website.
CALENDAR, DEPARTMENT HEAD
Category:
General Administrative
Remarks:
CCSF Admin Code Section 67.29-5
Division Contact:
controller@sfgov.org
Retention Type:
4-no retention required
Retained On-Site:
2 years
Retained Off-Site:
N/A
Total Time Retained:
2 years
CITY DEPARTMENT AUDIT REPORTS
Category:
City Audits
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent
Retained On-Site:
PERMANENT - Stored since 2002 electronically on Controller's website.
Retained Off-Site:
N/A
Total Time Retained:
PERMANENT
CITY DISASTER / COST RECOVERY DOCUMENTATION - CITYWIDE
Category:
CITY DISASTER / COST RECOVERY DOCUMENTATION
Remarks:
COVERS ALL DOCUMENTS RELATING TO FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) AND CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (CAL OES) PUBLIC ASSISTANCE AND ACTIVITIES, INCLUDING PROJECT WORKSHEET FILES (applies to all financial and programmatic records, contracts, insurance documents, supporting documents, statistical records, and other records of grantees or subgrantees for FEMA and CAL OES public assistance grants)

Code of Federal Regulations 2 CFR 200.333 and California Code of Regulations, Title 19, Division 2, Chapter 6, Article 1, Section 2980 (e) both specify an identical record retention period of 3 years.

FEMA Public Assistance Program and Policy Guide published 4/26/2018, Project Document, pg 140.
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
3 years from date of final Financial Status Report (FSR) (FEMA Form 112-0-1).
Retained Off-Site:
N/A
Total Time Retained:
3 years from the date of final closeout. Date of final closeout indicated by receipt of final Financial Status Report (FSR) (FEMA Form 112-0-1). Note that final closeout is when ALL Project Worksheets associated with a disaster/emergency are closed. For example, the Loma Prieta Earthquake occurred in October 1989. The date of final FEMA closeout of the last associated project was Dec 2001. Documentation and records related to ALL associated projects from 1989 to 2001 needed to be retained through Dec 2004 (final closeout plus 3 years). If there is any litigation, claim, negotiation, audit or other action involving the records that has been started before the expiration of the 3-year period, then the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
COMBINED LEAVE REPORT
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
7 years - Stored digitally.
COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR): ANNUAL FINANCIAL STATEMENTS OF CITY DEPARTMENTS THAT ARE PART OF CITYS CAFR
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years - May be stored electronically
Retained Off-Site:
5 years - May be stored electronically
Total Time Retained:
7 years
COMPREHENSIVE ANNUAL FINANCIAL REPORTS (CAFR)
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent
Retained On-Site:
PERMANENT - Stored electronically from 1998 on Controller's website.
Retained Off-Site:
PERMANENT - Stored electronically from 1998 on Controller's website
Total Time Retained:
PERMANENT
CONFLICT OF INTEREST FORM 700
Category:
General Administrative
Remarks:
California Government Code Sections 81009. (d)(e). Sections 81010, 87200; 2 Cal. Code of Regs. Sections 181115., 18730; SF Campaign & Gov. Conduct Code Article III, Section 1.
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Total Time Retained:
7 years
CONTRACT PAYMENT RECORDS FOR SUCCESSFUL REQUEST FOR PROPOSALS (RFPS) AND REQUEST FOR QUALIFICATIONS (RFQS) (PURCHASE ORDER) FOR NON CONSTRUCTION CONTRACTS.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3. Actual signed legal contract, amendments and modifications, required attachments and financial and payment information. Other payment information may consist of invoices, packing slips, purchase orders, and contract deliverables. Documents not available in electronic format: evidence of insurance, etc.
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
Contract life + 7 years retention or the term required by the funding source.
Retained Off-Site:
N/A
Total Time Retained:
Contract life + 7 years retention or the term required by the funding source.
CONTRACT SELECTION FOR NON CONSTRUCTION CONTRACTS: REQUEST FOR PROPOSALS (RFPs), REQUEST FOR QUALIFICATIONS (RFQs), proposals and other responses and evaluations.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
Contract life + 7 years retention or the term required by the funding source.
Retained Off-Site:
N/A
Total Time Retained:
Contract life + 7 years retention or the term required by the funding source.
COUNTYWIDE COST ALLOCATION PLAN (COWCAP) REPORTS
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent
Retained On-Site:
PERMANENT - Stored electronically since 2007-08 on Controller's website.
Retained Off-Site:
N/A
Total Time Retained:
PERMANENT - Stored electronically since 2007-08 on Controller's website.
COUNTYWIDE COST ALLOCATION PLAN (COWCAP) SUPPORT DOCUMENTS
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
5 years - Stored electronically.
Retained Off-Site:
N/A
Total Time Retained:
5 years - Stored electronically.
DEPARTMENT BUDGET SUBMISSION DOCUMENTS WHICH INCLUDE PROPOSED BUDGET FOR THE NEXT TWO FISCAL YEARS AND DOCUMENTS REGARDING STAFFING CHANGES, EQUIPMENT, FEES, AND OTHER APPLICABLE ELEMENTS OF THE BUDGETS.
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Total Time Retained:
7 years
DIRECT DEPOSIT AUTHORIZATION FORMS
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code, Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
0.5 years (6 months)
Retained Off-Site:
29.5 years
Total Time Retained:
30 years
ECONOMIC ANALYSIS REPORTS
Category:
ECONOMIC ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
INDEFINITELY - Stored electronically on Controller's website.
Retained Off-Site:
N/A
Total Time Retained:
INDEFINITELY - Stored electronically on Controller's website.
ELECTRONIC FUND TRANSFER TRANSMISSIONS
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code, Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
2 years after current year
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
2 years after current year
(Stored digitally)
FINANCIAL RECORDS: Documentation that support on-line transaction processing for receipts, journal entries or transactions other than payments, such as property tax payment stubs, completed forms, and documentation to support adjustments. Does not include invoice or contract related documentation.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years
Retained Off-Site:
5 years
Total Time Retained:
7 years
FORM W-4, DE4, & W-5 COPIES
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code, Section 8.3. IRS REG 31.6001-5
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years
Retained Off-Site:
8 years
Total Time Retained:
10 years hard copy
Forms 941, 941X, W-2, W-3, Schedule A - Copies, W-2 C, Tax Refunds, FICA Status Charge and Refunds, Third Party Pays, Report 30, Tax Deposits, Quarter Reports, Employee Record Corrections, FIT/SIT Refunds
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code, Section 8.3. IRS REG 31.6001-6
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
4 years

Retained Off-Site:
3 years - From the later of the due date of the tax to which the return relates or the due date of the employee's tax return (April 15).
Total Time Retained:
7 years - From the later of the due date of the tax to which the return relates or the due date of the employee's tax return (April 15).



GARAGE INDENTURE DOCUMENTS
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent
Retained On-Site:
PERMANENT - May be stored electronically.
Retained Off-Site:
N/A
Total Time Retained:
PERMANENT - May be stored electronically.
GRANT APPLICATIONS BOTH FROM THE CITY TO FUNDERS AND TO THE CITY FROM GRANTEES.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3. Applications and supporting documents for both grants awarded to the City by funders and those awarded by the City to grantees. If it is a FEMA/Cal OES grant refer to the instructions under Record Category Disaster / Cost Recovery Documentation.
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
Grant life + 7 years retention or the term required by the funding source.
Retained Off-Site:
N/A
Total Time Retained:
Grant life + 7 years retention or the term required by the funding source.
GRANT PAYMENT RECORDS FOR GRANTEE OR GRANTOR.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3. Pertaining to both payments received by the City from funders and payments made by the City to grantees. Actual signed legal grant agreement, amendments and modifications, required attachments and financial and payment information, such as grant billing statements, drawdowns, and grant deliverables. Other payment information may consist of invoices, packing slips, purchase orders, and contract deliverables. Documents not available in electronic format: evidence of insurance, etc. Generally retain financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of a grant, or may reasonably be considered pertinent to a grant, for a period of 6 years from the date the final economic report is submitted.
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
Grant life + 7 years retention or the term required by the funding source.
Retained Off-Site:
N/A
Total Time Retained:
Grant life + 7 years retention or the term required by the funding source.
HEALTH AND WELFARE REALIGNMENT - RELATED REPORTS AND SCHEDULES
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
5 years - Stored electronically.
Retained Off-Site:
N/A
Total Time Retained:
5 years - Stored electronically.
INTERNAL REVENUE SERVICE (IRS) 1099 VENDOR REPORTS
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years - From the date 1099s are due to the IRS.



Retained Off-Site:
N/A
Total Time Retained:
7 years - From the date 1099s are due to the IRS.



INVOICES AND ASSOCIATED DOCUMENTS TO SUPPORT ONE-TIME PAYMENTS not related to contracts or grants, such as employee reimbursements. Documents may consist of travel receipts, itineraries, conference/training schedules, proof of payment, and approved reimbursement forms.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years
Retained Off-Site:
5 years
Total Time Retained:
7 years - Or the length stipulated by the funding source if greater than 5 years.
OFFSET DOCUMENTS OF AMOUNTS OWED TO THE CITY AND COUNTY OF SAN FRANCISCO
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years - After resolution of the issue.
Retained Off-Site:
3 years - After resolution of the issue.
Total Time Retained:
5 years - After resolution of the issue.
OVERSIGHT COMMITTEE
Category:
Public Meetings
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent, 2-current, 3-storage
Retained On-Site:
5 years
Retained Off-Site:
PERMANENT
Total Time Retained:
PERMANENT
Payroll Performance Measures
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
2 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
2 years
(Stored digitally)
Payroll Register
(Currently report PY0145)
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
50 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
50 years
(Stored digitally)
Payroll Validation (PeopleSoft Report PYO196 -interface Audit Trail Report - By Department and Employee)
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
5 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
5 years
(Stored digitally)
Payroll Validation and AP Interface Deductions
(PeopleSoft Report PYO196 - LDS Interface Audit Trail Report - by Index Code & DOE)
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
5 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
5 years
(Stored digitally)
PPSD Payroll Policies and Procedures Manual and Internal Controls Checklists
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
4-no retention required
Retained On-Site:
Most Current
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
Most Current
(Stored digitally)
Pre-Payrun, Post-Payrun, and Paymatch for Each Pay Period
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
2 years
(Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
2 years
(Stored digitally)
Problem Description Forms (PDF)
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent, 2-current
Retained On-Site:
2 years
Retained Off-Site:
Stored indefinitely thereafter at retirement
Total Time Retained:
Stored indefinitely after 2 years at retirement
PROJECTION REPORTS ON CITY REVENUES AND EXPENDITURES (6 MONTH, 9 MONTH, AND 3 YEAR REPORTS)
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
10 years - Stored electronically on Controller's website.
Retained Off-Site:
N/A
Total Time Retained:
10 years - Stored electronically on Controller's website.
PROPERTY TAX ALLOCATION SCHEDULES, TAX REPORTS
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
5 years - Stored electronically.
Retained Off-Site:
N/A
Total Time Retained:
5 years - Stored electronically.
Returned W-2s for Terminated Employees
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3. IRS REG 31.6001-5
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
4 year hard copy unless it can be produced digitally through April 15 of the fourth year.
Retained Off-Site:
N/A
Total Time Retained:
4 year hard copy unless it can be produced digitally through April 15 of the fourth year.
REVENUE CERTIFICATION LETTERS
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
10 years - Stored electronically on Controller's website.
Retained Off-Site:
N/A
Total Time Retained:
10 years - Stored electronically on Controller's website.
SINGLE AUDIT FINAL REPORTS (Federal Awards)
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
1-permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Total Time Retained:
PERMANENT
STATE MANDATED PROGRAM (SB-90) AUDITS
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years - May be stored electronically.
Retained Off-Site:
N/A
Total Time Retained:
7 years - May be stored electronically.
STATE MANDATED PROGRAM (SB-90) CLAIMS, AND SUPPORTING DOCUMENTATION
Category:
CITY BUDGET & ANALYSIS
Remarks:
CCSF Admin Code Section 8.3
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
UNTIL AUDITED OR AUDIT PERIOD IS CLOSED - May be stored electronically.
Retained Off-Site:
N/A
Total Time Retained:
Until audited or audit eligibility expires. May be stored electronically.
STOP PAYMENT NOTICES TO CITYS CONTRACTORS
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years - After resolution of issue
Retained Off-Site:
3 years - After resolution of issue
Total Time Retained:
5 years - After resolution of issue. The years are measured by the end of the fiscal year.
Tax Deposits - Copies
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3. IRS REG 31.6001-5
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
4 years

Retained Off-Site:
3 years - From the later of the due date of the tax to which the return relates or the due date of the employee's tax return (April 15).
Total Time Retained:
7 years - From the later of the due date of the tax to which the return relates or the due date of the employee's tax return (April 15).



Voluntary Employee Deduction Report MPY0149
Category:
CITY PAYROLL
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years (Stored digitally)
Retained Off-Site:
N/A
Total Time Retained:
7 years (Stored digitally)
W9s FOR VENDORS
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years - From the date the W9 is filed.
Retained Off-Site:
N/A
Total Time Retained:
7 years - From the date W9 is filed.