Finance FN14 - Research Accounting

Accessed:	2026-07-17
Purpose of series:	Records series documenting the financial administration of research grants and contracts.
Scope and contents:	Includes (but not limited to): award notices, lists of individuals receiving allowances from Dalhousie University, applications to open research budget account, financial reports, budget amendments, supporting documents for the control of the research grant budget, analyses, overhead journal files and correspondence.
Cross reference:	Research Contracts and Agreements (RS10); Research Grants and Awards - External (RS11); Research Grants and Awards - Internal (RS12)
Exceptions:	One-time non-research grants. See: Grant Management - Case Files (FN38)

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Primary office retention trigger:	Superseded / Obsolete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 = Research contract complete and all obligations met. Records closed once research contract complete and all obligations met. Records retained for 6 additional years, the securely destroyed. Exception: Financial transactions see FN10- Financial Transactions Centrally Processed.

Secondary offices:	Office of Research Services
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	2 years
Secondary office retention instructions:	S/O= Research contract complete and all obligations met. Records closed once research contract complete and all obligations met. Retain for 2 additional years, then securely destroyed.

Retention rationale:

Expected operational use. All financial documentation is retained in accordance with federal financial requirements. CRA requirements, Income Tax Act, Excise Tax Act

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

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

Notes: