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Schedule Number
FM3000
Primary Title
Accounting
Office of Primary Responsibility
UBCV: Financial Operations; all faculties, departments, and units
UBCO: Finance Operations and Strategies; all faculties, departments and units
Description
Records supporting the accounting function generally includes journal entries; accounts payables, revenue and accounts receivables and student accounts.
For accounting records uploaded to Workday, destroy as soon as the transaction has been approved.
- For records related to student accounts and fees including tuition and residence, see FM3100: Financial Management – Student Accounts
Vital: Yes
PIB: No
Authority:
Income Tax Act [RSC 1985] Chapter 1; subsection 230 (4)
UBC Information Security Standard U1
Records Management Office Digitization Standard
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=Date superseded or obsolete |
|
10 |
Accounting (Journal entries) The records include manual journal entries for internal transfers between funds and supporting documentation. |
FY+6Y, D |
|
11 |
Accounts Payable |
FY+6Y, D |
|
12 |
Accounting Systems |
FY+6Y, D |
|
25 |
Payroll |
FY+6Y, D |
|
Revenues and Accounts Receivables Monies received include general revenues, operating grants, research revenues, payments received for goods and services, donations, and fines. The records include electronic deposits, drafts and wires, cheque logs, invoices, receipts, cash register tapes, fine records, and related correspondence. |
FY+6Y, D |
|
|
45 |
Issues |
FY+5Y, D |
|
60 |
Reports |
FY+5Y, SR SR=UA will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year