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:
| 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.
- 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