¶¡ÏãÔ°AV

¶¡ÏãÔ°AV Records Retention Schedule and Disposal Authority (RRSDA)
Petty Cash Transaction Files

RRSDA number

1995-014

Record series

Petty Cash Transaction Files

Office of Primary Responsibility (OPR)

All University Departments (General Records Series)

Retention periods

Records	Active retention (in office)	Semi-active (records centre)	Total retention	Final disposition
All University Departments	CFY + 3 years	3 years	CFY + 6 years	Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Correspondence, receipts, petty cash vouchers, reimbursement request forms, petty cash summary forms, notes and working papers.

Each department keeps a Petty Cash fund. Each fund is subject to audit at any time and must always contain the correct balance in cash and/or vouchers and receipts. Petty Cash funds may be used only for payment of minor expenses for which it would not be practicable to issues cheques. The purchase of materials and services that do not exceed $50.00 per transaction may be made from the Petty Cash fund.

This record series is also known as 'Petty Cash Vouchers.'

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

• University Act (RSBC 1996, c. 468)
• Income Tax Act (RSC 1985, c. I-3.3 (15th Supp.))
• ¶¡ÏãÔ°AV Policy AD 3-1, Petty Cash (AD 3-1)

Retention rationale

Receipts and copies of Reimbursement Request forms are subject to audit, and must be retained by University departments for seven years.

Retention and filing guidelines

See ¶¡ÏãÔ°AV Policy AD 3.01 for retention and filing guidelines.

Status

RRSDA is in force.

Approved by the University Archivist: 22 Jan 2009

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