FN12 – Accounts Payable

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 | AuthorityVersion 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.


7 years.


Secure Destruction.


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.


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