Vendor Correspondence File Sample Clauses

Vendor Correspondence File. This file will contain copies of vendor correspondence and a log listing the date sent/delivered. The procedures for using the various forms may be found in the Indiana WIC Program Policy and Procedure Manual. Forms are generated by the MIS or are duplicated by local agency staff from masters that are provided by the Indiana WIC Program. There must be an adequate area to store the forms at the local agency clinic. Records Retention There are specific records that must be kept for a specified length of time according to CFR Part 246.25 Food and Nutrition Service, USDA Federal Regulations and Indiana Code. Records must be retained for two, three, five or seven years beyond the closeout of the federal fiscal year depending on the type of record. The Indiana WIC Program Policy and Procedure Manual provides specific guidance on record retention and disposal. Prior to disposal of records a Request for Disposition of Records (SF 48055) must be completed and approved by the State WIC office. Disposal of records must be by incineration or shredding and not through trash removal.  Voter Registration Transmittal Files are retained for two years from the date of the transmittal.  Financial records and some client records are retained for three years beyond the federal fiscal year closeout. These files include: o Daily File (prior to December 2014) o Ineligible and Terminated File (prior to December 2014) o Lost/Stolen Check Replacement files o Client Sanction Files o Client Complaint Files o Subpoena, Search Warrants and Court Orders File o Inservice Education Attendance Records o Food Instrument Issuance Records o Vendor Records
Sample 1
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Related to Vendor Correspondence File

  • Correspondence (a) The Employer agrees that all correspondence between the Employer and the Union related to matters covered by this Agreement shall be sent to the President of the Union or his/her designate.

  • Grievance Files Written grievances and responses will be maintained separately from the employee’s personnel file.

  • Personnel Files ‌ An employee, or his/her certified representative with the written consent of the employee, may inspect that employee's personnel file with the exception of all material obtained from other employers and agencies at the time that employee was hired. An employee shall be advised of, and entitled to read, any written statement by the employee's supervisor or departmental Management regarding his/her work performance or conduct if such statement is to be placed in his/her personnel file. The employee shall acknowledge that he/she has read such material by affixing his/her signature on the copy to be filed, with the understanding that such signature merely signifies that he/she has read the material to be filed but does not necessarily indicate agreement with its content. If the employee refuses to sign, the supervisor shall note his/her refusal on the copy to be filed along with the supervisor's signature and the signature of a witness to the employee's refusal to sign. The employee may file a grievance regarding any such document within the prescribed time limits of the grievance procedure. If the employee fails to file a grievance within the designated time limits, the document becomes part of the official file. If the employee does file a grievance within the designated time limits, said document shall not be placed in the official file nor referenced in any Performance Evaluation or Appraisal of Promotability until the grievance procedure or civil service appeal rights have been exhausted. Grievances filed under this provision shall not be subject to the Arbitration provisions of the Grievance Procedure unless they involve violation of a specific provision of this agreement. Management agrees that no properly used full paid sick leave used in the twelve months immediately prior to an Appraisal of Promotability or a Performance Evaluation will be referenced on such forms. The employee may attach his/her statement to any document within twenty (20) business days if he/she chooses not to file a grievance regarding such document or within ten (10) business days following final determination if he/she has filed a grievance regarding such document. On reviewing his/her personnel file, an employee may request and have any written warnings issued more than one year prior placed in an envelope and sealed in his/her personnel file except as such may be a part of an official permanent record. On the face of the sealed envelope it shall read "The contents herein shall be disclosed only upon written consent of the subject employee or by subpoena or other legal process from a public body of competent jurisdiction." The date the contents of the sealed envelope will be destroyed shall also appear on the face of envelope. That date shall be two (2) years from the date of issue of the documents in the sealed envelope. An employee on reviewing his/her personnel file, may request and have any written warnings or reprimand(s) issued more than two (2) years prior removed from his/her personnel file except as such may be a part of an official permanent record. All departments employing peace officers covered by the Peace Officers Bill of Rights shall comply with its provisions.

  • Personnel File (a) An employee, or the President of the Union (or the President's designate) with the written authority of the employee, shall be entitled to review an employee's personnel file, in the office in which the file is normally kept. The employee or the President, as the case may be, shall give the Employer adequate notice prior to having access to such files.

  • Grievance File Records involving the processing of an employee's grievance, such as the grievance form, step appeals/responses, and settlement documents, will be kept in a file separate from the employee’s personnel file. It is not the intent of this section to exclude from the employee's personnel file final disciplinary action documents, including those that result from a settlement agreement.

  • COMPUTER GRAPHICS FILES The Engineer agrees to comply with Attachment G, Computer Graphics Files for Document and Information Exchange, if determined by the State to be applicable to this contract.

  • SUPPLIER PUBLICATIONS 4.1 Any marketing materials in relation to this Framework Agreement that that Supplier produces must comply in all respects with the Branding Guidance. The Supplier will periodically update and revise such marketing materials.

  • Client Records 26.2.1 CONTRACTOR shall prepare and maintain accurate and complete records of clients served and dates and type of services provided under the terms of this Contract in a form acceptable to ADMINISTRATOR.

  • Correspondence and Information 6.1 Except where otherwise specified in this Agreement, correspondence between the Association and the University arising out of this Agreement or incidental thereto shall pass between the President and the President of the Association, or their designates.

  • Information about us We, Daiwa Capital Markets Europe Limited, are authorised and regulated by the Financial Conduct Authority ("FCA"). Our registered office is 0 Xxxx Xxxxxxx Xxxxxx, London EC4N 7AX. Our Financial Services Register no. is 124490. The FCA's registered office is at 00 Xxxxxxxxx Xxxxxx, Xxxxxx, X00 0XX. Our LEI number is MIM2K09LFYD4IB163W58.

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