2007-005
Accounts Receivable Transaction Records
All University Departments (General Records Series)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Accounts Receivable Receipts | CFY +1 year | 5 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records documenting the receipt of payments made to university departments in return for goods and services provided to other departments and external clients, copies of which are not sent to Financial Services. Records relating to student accounts are covered under RRSDA 1997-018, Student Accounts Receivable - Semester End Final Reports and RRSDA 1997-021, Student Accounts Receivable - Updates.
Records may include but are not limited to credit card, cheque or cash payment forms; invoices; receipts; copies of credit card slips or cheques; journal vouchers; and related documents and correspondence.
Records arranged according to the requirements and filing system of the creating department.
See also:
RRSDA 1997-027, Accounts Receivable Clerk General Files RRSDA 1997-035, Accounts Receivable Cheque Run Back-ups
These records are created, used, retained and managed in accordance with the following authorities:
The total retention period meets the University's responsibilities under the Income Tax Act (RSC 1985, c. I-3.3 (15th Supp.)) and the Limitation Act (RSBC 1996, c. 266). Section 3(5) of the Limitation Act (RSBC 1996, c. 266) states that any action not specifically provided for by that Act or any other Act may not be brought after the expiration of 6 years from the date on which the right to do so arose. Records must be maintained for six years from the last taxation year in which they are required for a determination under the Canada Income Tax Act (RSC 1985, c. I-3.3 (5th Supp.), c.1, s.230(4)).
TRANSFERRING RECORDS TO THE URC
At the end of the active retention period (CFY + 1 year), box the files and transfer to the University Records Centre (URC). Prepare and retain a file list of records transferred. For each box prepare a box contents listing, itemizing all files. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
RRSDA is in force.
Approved by the University Archivist: 20 Aug 2007