Finance
Records relating to the management of York University and unit financial resources.
FIN10
Accounts Payable
Consists of records relating to expenditures and purchases. Records may include requisitions and purchase orders, invoices, charge accounts, supporting documents, cheques, Canadian and foreign drafts, reimbursements of travel and moving expenses and requests for advances.
Office of Primary Responsibility
Finance
Local unit for PCard receipts and statements
Procurement Services for PCard agreements
Retention
7 years after last action
Disposition
Destroy
Other Copies
Retention
Until operational use ceases
Disposition
Destroy
Retention Rationale
The Income Tax Act, R.S.C. 1985, c. 1 (5th Supp.) s.230 (4)(b) requires that books and records be kept until the expiration of six years from the end of the last taxation year.
Filing Guidelines
Original receipts related to claims for reimbursement of expenses submitted and approved in the Concur Expense System must be retained by local units for 90 days after the date of approval. For users opting to submit paper claims, the official copy of the records will be retained by Finance.
Approved by University Secretary and General Counsel on 2008-06-20