Records of monies receivable or received by the University.
This records class includes Personal Information Banks.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Personal Information Banks | Version Information
Content & Scope
Monies received include general revenues, operating grants, research revenues, payments received for goods and services, donations, and fines.
The records include electronic deposits, drafts and wires, cheque logs, invoices, receipts, cash register tapes, fine records, and related correspondence.
Related Records
- For records relating to tuition and residence fees, see FN25 – Student Accounts.
- For records relating to the administration of endowed funds, see FN50 – Endowment Files.
- For records relating to donors and donation history, see UR70 – Alumni & Donor Case Files.
Information Steward
Vice President, Administration & Finance.
Information Confidentiality Classification
Highly Restricted.
Responsible Unit
- Finance.
- Office of Advancement.
- Units receiving payments for goods and services.
Retention
7 years.
Disposition
Secure Destruction.
Note
Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.
Authority
- Income Tax Act, 1985, s. 230 (4)(b).
- Policy 51 – Cash Handling.
Retention Rationale
Income Tax Act, s. 230 (4)(b) specifies that records be kept for 6 years after the taxation year to which they relate.
Personal Information Banks
Records may include individuals’ name, address, telephone numbers, email address, record of payment (may include debit, bank, credit card, cheque or other payment type information), good(s) or service(s) received, vehicle information, donation information, related correspondence.
Approval Date
14 April 2010