University of Calgary

LIBRARIES & CULTURAL RESOURCES

Accounts Payable Vouchers

UCLASS Primary: FM075 – Accounts Payable

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, cheque requisitions, purchase orders, purchase requisitions, bank draft payments, GST payments, university credit card receipts and invoices, relocation claims, travel advance requisitions, travel claims, expense claims, accompanying receipts and other related documentation.

 

Retention Rules
Office of Primary Responsibility (OPR) Retention Disposition
Accounts Payable, Finance 7 years from end of fiscal year Confidential shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Faculties and Departments and Administrative Units 3 years from end of fiscal year Confidential shred or delete
NOTE: Invoices submitted to PeopleSoft through the Payment Request Form Process Until notification of payment is received from PeopleSoft Confidential shred or delete
NOTE: Supporting documents submitted to PeopleSoft through the Employee Expense Claim Submission Process Until notification is received from PeopleSoft Confidential shred or delete

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):
Three-year planning cycle.

Approval Information:

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

28 June 2001

  • Terry Cleveland, Director of Financial Operations
  • Jo-Ann Munn Gafuik, Senior Specialist, Policy and FOIP
  • Lisa Atkinson, University Records Committee (Chair)

Amended 10 December 2015

  • Terry Cleveland, Director of Financial Operations
  • Jo-Ann Munn Gafuik, Senior Specialist, Policy & FOIP
  • Lisa Atkinson, University Records Committee (Chair)

Amended 26 September 2016

Libraries & Cultural Resources

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