Records of expenditures of monies for goods and services on behalf of the University.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Version Information
Content & Scope
The records include source documents such as purchase orders, suppliers' invoices, expense claims, requests for payment, cancelled and void cheques, drafts and wires, and related correspondence.
This records class excludes source documentation relating to purchases made under the University purchasing card (Pcard) program.
Related Records
For purchases made under the University's Pcard program, see FN15 – Purchasing Card Transactions.
Responsible Unit
- Finance.
- Other units as arranged with Finance.
Information Steward
Vice President, Administration & Finance.
Information Confidentiality Classification
Highly Restricted.
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).
Retention Rationale
Income Tax Act 230(4)(b) specifies that records be kept for 6 years after the taxation year to which they relate.
Approval Date
14 April 2010