Financial Resources Schedules
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03 - Financial Resources
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03.01 |
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03.02 |
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03.03 |
Accounts Payable - Federally/ Provincially Funded Projects (pending approval) |
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03.04 |
Accounts Receivable - General |
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03.05
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Accounts Receivable - Federally/ Provincially Funded Projects (pending approval) |
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03.06 |
Allowances |
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03.07 |
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03.08 |
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03.09 |
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03.10 |
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03.11 |
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03.12 |
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03.13 |
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03.14 |
Grants - Federally/ Provincially Funded Projects (pending approval) |
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03.15 |
Investments and Loans |
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03.16 |
Payroll (pending approval) |
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03.17 |
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03.18 |
Purchasing - Federally/ Provincially Funded Projects (pending approval) |
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03.19 |
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03.20 |
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03.21 |
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03 – FINANCIAL RESOURCES
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03.01
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Records relating to the recording of all University financial transactions. Includes general ledgers, sub-ledgers, journals, journal vouchers, journal entry records, trial balance, and supporting documents. |
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Affected Unit(s)
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Active
Retention |
Semi-Active Retention
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Total
Retention |
Final Disposition
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Responsible |
Financial Services |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Selective Archival Retention |
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Other |
All Other Units |
Fiscal Year + 2 years |
-- |
Fiscal Year + 2 years |
Confidential Destruction |
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Selective Archival Retention = Full retention of general ledgers, sub-ledgers, journals, general ledger year-end trial balance. Full retention of journal entries unless equivalent information is available in general ledgers. Destruction of supporting documents. |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.02 |
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Records documenting the expenditure of monies for supplies and services on behalf of the University, and records documenting the auditing trail of these transactions. Includes cheque requisitions, cancelled cheques, payroll cheques, foreign drafts, invoices, petty cash reimbursements, and other related records. Excludes all records relating to federally or provincially funded projects. See 3.03. Excludes payroll records other than payroll cheques. See 3.16. Excludes purchase requisitions and purchase orders. See 3.17. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year +1 year |
5 years |
Fiscal Year +6 years |
Confidential Destruction |
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Delegated |
Units authorized by Board policy, Financial Services, or equivalent |
Fiscal Year + 1 year |
5 years |
Fiscal Year +6 years |
Confidential Destruction |
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Other |
All Other Units |
Fiscal Year +2 years |
-- |
Fiscal Year +2 years |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.04 |
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Records documenting monies received by the University, including general revenues, tuition, fees for goods and services provided to external clients, and fines. Includes invoices, receipts, cash receipts and cash register tapes, parking permit and fine records. Excludes all records relating to federally or provincially funded projects. See 3.05 |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Confidential Destruction |
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Delegated |
Units authorized by Board policy, Financial Services, or equivalent |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Confidential Destruction |
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Other |
All Other Units |
Fiscal Year + 1 year |
__ |
Fiscal Year + 1 year |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.06 |
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Records documenting the administration of faculty and staff professional allowances, advances, and travel expenses. Included are claim forms and supporting receipts. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Confidential Destruction |
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Other |
All Other Units |
Fiscal Year + 1 year |
-- |
Fiscal Year + 1 year |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.07 |
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Records documenting financial audits and related reviews of financial procedures, programs, and systems. Includes reports, responses, and working papers. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Internal Audit (internal audits) Financial Services (external audits) |
Fiscal Year + 1 year Fiscal Year + 1 year |
5 years 5 years |
Fiscal Year + 6 years Fiscal Year + 6 years |
Selective Archival Retention Selective Archival Retention |
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Other |
All Other Units |
Fiscal Year + 1 year |
Fiscal Year + 1 year |
Selective Archival Retention |
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Selective Archival Retention = Full retention of internal and external audit reports and responses. Selective Archival Retention of supporting documents and working papers. |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.08 |
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Records relating to the management of the University’s banking. Includes account statements, bank reconciliations, and deposit slips. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Confidential Destruction |
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Delegated |
Units authorized by Board policy, Financial Services, or equivalent |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Confidential Destruction |
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Other |
All Other Units |
Fiscal Year + 1 year |
-- |
Fiscal Year + 1 year |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.09 |
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Records relating to the planning, control, and follow-up of the University’s overall capital, operating and ancillary budgets following the multi-year budget cycle. Included are approved budgets, estimates and submissions, statements of revenue and expenditures, budget statements and reports, budget plans, calculations, statistics, and working papers. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Institutional Planning & Budgeting [Operating and Ancillary Budgets] |
Current Multi-Year Budget Cycle + 1 year |
5 years |
Current Multi-Year Budget Cycle + 6 years |
Selective Archival Retention |
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Responsible |
Financial Services [Capital Budget] |
Current Multi-Year Budget Cycle + 1 year |
5 years |
Current Multi-Year Budget Cycle + 6 years |
Selective Archival Retention |
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Other |
All Other Units |
Current Multi-Year Budget Cycle + 2 years |
-- |
Current Multi-year Budget Cycle + 2 years |
Confidential Destruction |
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Selective Archival Retention = Full retention of official versions of approved budgets, budget plans, fiscal year-end statements of expenditures, detailed budget statements (or year-end cumulative budget reports, if available). Selective retention of budget preparation and follow-up support documents. Destruction of estimates, submissions and modifications, summary budget reports, and working papers. |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.10 |
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Unit records relating to the planning, control, and follow-up of individual faculty, department, and/or unit level capital and operating budgets. Included are approved budgets, estimates and submissions, statements of revenue and expenditures, budget statements and reports, budget plans, calculations, statistics, and working papers. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Originating Unit |
Current Multi-Year Budget Cycle + 1 year |
5 years |
Current Multi-Year Budget Cycle + 6 years |
Selective Archival Retention |
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Other |
All Other Units |
Fiscal Year + 2 years |
-- |
Fiscal Year + 2 years |
Confidential Destruction |
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Selective Archival Retention = Detailed budget statements, budget preparation and follow-up support documents. |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.11 |
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Records relating to the ongoing management of endowment and subscription funds administered by the University. Includes correspondence and other records concerning the investment and use of sums of money given to the institution by individuals or organizations, for general or specific purposes. Excludes legal agreements and other records concerning the constitution of endowments. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year + 2 years |
4 years |
Fiscal Year + 6 years |
Selective Archival Retention |
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Other |
All Other Units |
Fiscal Year + 2 years |
-- |
Fiscal Year + 2 years |
Confidential Destruction |
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Selective Archival Retention = Retention of general information on the financial nature and development of each fund, including the creation, objectives, summary records, and financial tables showing the financial development and portfolio composition of each fund. Destruction of supporting records. |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.12 |
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Records relating to the collection and administration of monies received through fundraising campaigns. Includes donor database, donor lists, lists of charitable receipts, lists of direct debits, lists of deductions at source, and financial reports. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Advancement |
Last Donation Entered + 2 years |
5 years |
Last Donation Entered + 7 years |
Selective Archival Retention |
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Other |
All Other Units |
End of Campaign + 1 year |
-- |
End of Campaign + 1 year |
Selective Archival Retention |
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Selective Archival Retention = Retention of summary records documenting the organization and operation of fundraising campaigns, reports showing results obtained, and donor lists. Destruction of support documents. |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.13 |
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Records relating to the financial management of general operating grants received by the University from various levels of government. Includes financial reports, correspondence, budget amendments, and supporting documents required for the financial administration of operating grant-funded activities. Excludes financial records relating to government grant funded projects. See 3.14 |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Institutional Planning & Budgeting |
Fiscal Year + 2 years |
4 years |
Fiscal Year + 6 years |
Selective Archival Retention |
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Other |
All Other Units |
Fiscal Year + 2 years |
-- |
Fiscal Year + 2 years |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.15 |
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Records relating to the management of investments, loans and guarantees, including lines of credit, term loan contracts, mortgages, forward exchange contracts, swap contracts, issues of bonds or debentures, share certificates, term deposits, investment or deposit certificates, statements and reports. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Expiry of Investment or Loan + 2 years |
5 years |
Expiry of Investment or Loan + 7 years |
Selective Archival Retention |
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Other |
All Other Units |
Expiry of Investment or Loan + 2 years |
-- |
Expiry of Investment or Loan + 2 years |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.17 |
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Records documenting the purchase of goods and services. Includes invoices, purchase requisitions, purchase orders, requests for Information (RFIs), Requests for Quotation (RFQs), Requests for Proposal (RFPs), and quotations. Excludes purchasing documents related to federally or provincially funded projects. See 3.18. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Confidential Destruction |
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Delegated |
Units authorized by Board policy, Financial Services, or equivalent |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Confidential Destruction |
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Other |
All Other Units |
Fiscal Year + 1 year |
-- |
Fiscal Year + 1 year |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.19 |
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Records documenting the overall financial management of University monies. Includes financial statements and management reports. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year + 2 years |
8 years |
Fiscal Year + 10 years |
Selective Archival Retention |
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Other |
All Other Units |
Fiscal Year + 2 years |
-- |
Fiscal Year + 2 years |
Confidential Destruction |
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Selective Archival Retention = Full retention of annual financial statements. Destruction of support documents used in the production of financial statements and reports. |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.20 |
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Records relating to taxes and duties levied by various levels of government. Includes tax statements, declarations or recoveries of sales tax and GST payments, excise tax remittances, and year-end reports. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Confidential Destruction |
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Other |
All Other Units |
Fiscal Year + 1 year |
-- |
Fiscal Year + 1 year |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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03 – FINANCIAL RESOURCES |
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03.21 |
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Records relating to endowments and donations received for specific projects, including Continuing Education projects. |
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Affected Unit(s) |
Active Retention |
Semi-Active Retention |
Total Retention |
Final Disposition |
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Responsible |
Financial Services |
Fiscal Year + 1 year |
5 years |
Fiscal Year + 6 years |
Selective Retention |
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Other |
All Other Units |
Fiscal Year + 2 years |
-- |
Fiscal Year + 2 years |
Confidential Destruction |
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Effective Date: 2006-06-26 (New) |
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