Queen's University Archives

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ActivityAD2500 University Accounting
Records Series32 - Accounts Payable
OPROffice of the Controller or Department/Unit
DescriptionRecords documenting accounts payable activities. Used for tracking and reporting expenditure of monies for supplies and services on behalf of the University. Also used for administration of faculty and staff professional allowances, advances and travel expenses. Sample documents: cheque requisitions, payroll cheques, foreign drafts, invoices, petty cash reimbursements, and other related records.
Retention TriggerFY
Active (years)1
Semi-Active (years)6
Final ActionD
Disposition Plan
Retention Rationale

requires all other records and books of account referred to in this section, together with every account and voucher necessary to verify the information contained therein, until the expiration of six years from the end of the last taxation year to which the records and books of account relate.

PIBNo
Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.



GLOSSARY

  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank


Printed on Monday, Nov 11 2019