Accounts Receivable Cash Receipt and Deposit Vouchers & Petty Cash

CLASS Primary: FM100 – Accounts Receivable Cash Receipt and Deposit Vouchers | FM535 – Petty Cash

Retention Rule Number: Specific Retention Rule 99.0005

Function/Activity: To document the receipt and deposit of money owed to the University, including the issuing of receipts, depositing money, updating deposit data into financial information systems, and updating department’s accounts

Description/Type of Records: Aging reports, cash audit log books, cash till tapes, copies of cheques, copies of credit card slips, daily cash balance records (including petty cash records), deposit books, gift certificates and log books, and receipt and deposit slips.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Accounts Receivable (Finance)
     Cash receipt & deposit vouchers, daily cash balance sheet: 7 years Confidential shred or delete
     Other records: 2 years Confidential shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Faculties and Departments and Administrative Units 3 years Confidential shred or delete

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.

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)

15 July 2002