Finance FN11 - Financial Transactions - Processed by Unit

Accessed:	2026-07-17
Purpose of series:	Record series documenting the management of financial transactions of units that are not processed centrally by Financial Services.
Scope and contents:	Includes (but not limited to): invoices (issued/received), deposit summaries, daily cash floats calculations and tallies, receipts, transaction slips (signed credit card slips, debits printouts), point of sale information, billing letters, credit card activity, reports (daily, summary, and audit), packing slips, statements, transfers, reconciliations, deposit journals, Canadian and foreign drafts, cashed cheques, cash flow reports, petty cash administration, related correspondence and supporting documentation.
Cross reference:	Taxes see: Taxes (FN60) or Taxes - Issuance of Tax Slips/Receipts (FN61)
Exceptions:	Vendor account information see Vendor Information (AD41); Research Accounting (FN14); General Ledgers (FN12); Tuition payments see Student Accounts (FN15), Treasurery Journals see: Consolidation of Financial Statements (FN20); Financial transactions relating to investments see: Investment Management (FN37)

Primary offices:	Unit
Primary office retention trigger:	Fiscal Year
Primary office disposition:	Secure Destruction
Primary office retention period:	6 years
Primary office retention instructions:	Records closed at the end of the processed fiscal year (FY), retained for 6 additional years, then destroyed. Direct deposit forms- retained for 6 months then securely destroyed. Exception credit and debit card transaction slips (signed credit card slips, debits printouts): Transaction slips are to be securely shredded after reconciliation done against the daily or monthly report. All credit card and debit numbers will not be retained in any physical format, they are to be entered directly into system to complete the transaction.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Expected operational use. CRA requirements, Income Tax Act, Excise Tax Act, Payment Card Industry Data Security Standard (PCI DSS)

Vital records	Electronic systems	Personal information	Official media
No	NAS, Banner	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 10:37:47		Internal

Notes: