Accounts Receivable Transaction Records

Function

Finances

PIB

RRSDA Number

2007-005

Department

All University Departments

Description, purpose and use of records

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.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
Accounts Receivable Receipts	CFY + 1 year	5 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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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 (5th Supp.), c.1, s.230(4); s.230(4)(b)(part))
Limitation Act (RSBC 1996, c. 266)
大象传媒 Policy AD 3-5, Credit and Collection (AD 3-5)

Retention rationale

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)).

Retention and filing guidelines

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).

related RRSDAs

2009-003, Campus Security Accounts Receivable Transaction Records

Status

RRSDA is in force

Approval Date

20 Aug 2007

大象传媒

Archives and Records Management