Financial Reporting | Archives and Special Collections

Financial Reporting – Archives and Special Collections

Financial Reporting

UCLASS Primary: FM350 – Financial Reporting

Retention Rule Number: Specific Retention Rule 2000.23

Function/Activity: To document financial reporting activities and the recording of all University financial transactions.

Description/Type of Records: Financial reports including financial statements, program costing records and working papers, general ledger (the Financial Reporting System), interdepartmental billing vouchers (IDB), journal entry records including journal vouchers, payroll vouchers and tax returns.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Financial Reporting (Financial Services)
     General Ledger – Detailed Records: 4 years after end of fiscal year Microfilm and transfer to Archives
     General Ledger – Summary Records: 7 years after end of fiscal year Microfilm and transfer to Archives
     Financial Reports: 7 years after end of fiscal year Transfer to Archives
     Financial Reports Working Papers: 7 years after end of fiscal year Confidential shred or delete
     Journal Entry Records & Tax Returns: 7 years after end of fiscal year Confidential shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Faculties and Departments and Administrative Units
      Original Supporting Documentation: 7 years after end of fiscal year Confidential shred

Restrictions:
In accordance with the principles of the Freedom of Information and Protection of Privacy Act, access to these records is restricted to staff assigned the functional responsibilities related to the records as well as those with the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.  All other applications for access can be made through a Freedom of Information and Protection of Privacy access request.

Citations:
For Offices of Primary Responsibility (OPR):
Income Tax Act, R.S.C. 1985 (5th Supp.), c.1, s.230(4); s.230(4)(b)(part).

For Offices of Secondary Responsibility (OSR):
Income Tax Act, R.S.C. 1985 (5th Supp.), c.1, s.230(4); s.230(4)(b)(part).

Approval Information:

  • Art Kirk, Director of Financial Services
  • Jo-Ann Munn Gafuik, University Archivist
  • Bonnie Woelk, University Records Committee (Chair)

7 April 2003