Petty Cash Transaction Files

Function

Finances

PIB

RRSDA Number

1995-014

Department

All University 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.'

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
All University Departments	CFY + 3 years	3 years	CFY + 6 years	Destroy

Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments

Authorities

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

Income Tax Act (RSC 1985, c. I-3.3 (15th Supp.))
大象传媒 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 大象传媒 Policy AD 3.01 for retention and filing guidelines.

Status

RRSDA is in force

Approval Date

22 Jan 2009

大象传媒

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