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Schedule Number
FM3150
Primary Title
Banks and Banking
Office of Primary Responsibility
UBCV: UBC Finance; departments handling finances; Treasury; Enrolment services
UBCO: Procurement and Finance Services
| Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record. |
Description
Records in this series relate to the establishment, maintenance, and termination of university bank accounts. Includes deposits and tracking.
Note: Once records are loaded and approved in Workday the record holder should destroy the referent records.
- For payroll or accounts receivables, see FM3000: Financial Management – Accounting
- For tuition-related deposits, see FM3100: Financial Management – Student Accounts
Vital: Yes
PIB: No
Authority:
BoG Policy FM3: Cash Handling
BoG Amended Resolution No. 2: Banking
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |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 |
Accounts Establishment, maintenance, termination. Includes applications, reconciliation statements. |
FY+6Y, D |
|
15 |
Deposits Includes bank deposit books, deposit slips, copies of cheques, and other supporting documentation. |
FY+6Y, D |
|
45 |
Issues Includes cheque cancellations. |
FY+5Y, D |
|
60 |
Reports Includes logs or record books for all departmental transactions. |
FY+5Y, D |
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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year