R337-9-3
R337-9-3. General Rule
Cite as Utah Admin. Code R337-9-3
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