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Petty Cash Transaction Files
Function
Finances
PIB
No
RRSDA Number
1995-014
Department
All University Departments
Description, purpose and use of records
Correspondence, receipts, petty cash vouchers, reimbursement request forms, petty cash summary forms, notes and working papers.
Each department keeps a Petty Cash fund. Each fund is subject to audit at any time and must always contain the correct balance in cash and/or vouchers and receipts. Petty Cash funds may be used only for payment of minor expenses for which it would not be practicable to issues cheques. The purchase of materials and services that do not exceed $50.00 per transaction may be made from the Petty Cash fund.
This record series is also known as 'Petty Cash Vouchers.'
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| All University Departments | CFY + 3 years | 3 years | CFY + 6 years | Destroy |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Income Tax Act (RSC 1985, c. I-3.3 (15th Supp.))
- SFU Policy AD 3-1, Petty Cash (AD 3-1)
Retention rationale
Receipts and copies of Reimbursement Request forms are subject to audit, and must be retained by University departments for seven years.
Retention and filing guidelines
See SFU Policy AD 3.01 for retention and filing guidelines.
Status
RRSDA is in force
Approval Date
22 Jan 2009