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common records schedule

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
Updated on 2016-01-13