Finance FN16 - Purchase and Travel Cards - Distribution

Accessed:	2026-07-17
Purpose of series:	Records series to document the distribution of purchase cards (Pcards) or travel cards.
Scope and contents:	Includes (but is not limited to): approvals, cancellations, renewals, and changes.
Cross reference:	Payment of and statements see: Financial Transactions - Centrally Processed (FN10)
Exceptions:

Primary offices:	Financial Services
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	7 years
Primary office retention instructions:	S/O = Card expired, renewed, or canceled. Records closed when card expired, renewed or canceled. Retained for 7 additional fiscal years, then securely destroyed.

Secondary offices:	Units
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	2 years
Secondary office retention instructions:	S/O = card expired, renewed, or canceled. Records closed when card expired, renewed or canceled. Retained for 2 additional years, then securely destroyed.

Retention rationale:

Expected operational use. CRA requirements.

Vital records	Electronic systems	Personal information	Official media
Yes	Banner	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 10:29:55		Internal

Notes: