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Accounts Payable Vouchers

Retention Rule Number: 
Specific Retention Rule 99.0001
Function/Activity: 
To document the processing of payments for supplies and services on behalf of the University, and to document an audit trail of these payments.
Description/Type of Records: 
Accounts payable transaction records such as invoices, bank draft payments, cheque requisitions, GST payments, purchase orders, purchase requisitions, relocation claims, travel advance requisitions, travel claim vouchers, accompanying receipts and other related documentation.

Retention Rules

Office of Primary Responsibility (OPR)
Retention
Disposition
Office of Primary Responsibility (OPR): 

Accounts Payable, Finance

Retention: 

7 years from end of fiscal year

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 

Faculties and Departments and Administrative Units

Retention: 

3 years from end of fiscal year

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

NOTE: Invoices submitted to PeopleSoft through the Payment Request Form Process

Retention: 

Until notification of payment is received from PeopleSoft

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

NOTE:  Supporting documents submitted to PeopleSoft through the Employee Expense Claim Submission Process

Retention: 

Until notification is received from PeopleSoft

Disposition: 

Confidential shred or delete