03 - FINANCIAL RESOURCES / FUNDING

03.01

Budget rules and operating grant calculations

Records relating to the calculation of operating grants accorded by the Ministry of Education: budgeting rules, grant allocation models, performance contracts, working records, details of grants received, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

5 years

R

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                              ( D = Destruction  R = Retention )

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE To Section 02- Human Resources  | NEXT SCHEDULE

Updated: 14/3/02

03 - FINANCIAL RESOURCES / FUNDING

03.02

Fundraising campaigns – Electronic records

Data used in managing fundraising campaigns: donors, fundraisers, donations, pledges, accounting transactions, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

5 years

D²

N o t e s :                                                                                 ( D = Destruction R = Retention )

1. Retention: 2 years following the last donation entry or as long as data may be used in subsequent fundraising campaigns (for example, according to intervals between class anniversaries/reunions).
2. Destruction: Research value ensured by retention of the following records on paper: records documenting the organization and operation of fundraising campaigns, reports showing results obtained and donor lists (see schedule 03.03).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 - FINANCIAL RESOURCES / FUNDING

03.03

Fundraising campaigns

Records relating to the organization and operation of fundraising campaigns: recruitment of fundraisers, donor lists, financial reports, accounting records relating to donations (lists of charitable receipts, lists of direct debits, lists of deductions at source, etc.).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

X³

D

¹ Retention: 2 years following the last donation entered or as long as the records may be used in future fundraising campaigns (for example, according to intervals between class anniversaries/reunions).
² Archives selection: Retention of summary records documenting the organization and operation of fundraising campaigns, reports showing results obtained and donor lists. Destruction of support documents: recruitment of fundraisers, lists of accounting reports, etc.
³ Retention: Until the end of the fundraising campaign.

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / FUNDING

03.04

Foundations, endowments  

Records relating to the ongoing management of the various endowment and subscription funds administered by the institution: correspondence, financial records, etc. concerning the constitution, investment and use of sums of money given to the institution by individuals or organizations for general or specific purposes (chairs, special funds, etc.).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

X³

D

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: 2 years following end of use of funds concerned.
² Archives selection: Retention of general information on the financial nature and development of each fund (creation, objectives, summary records, financial tables showing the financial development and portfolio composition of each fund). Destruction of support records.
³ Retention: Until end of use of funds concerned. 

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / BUDGETS

03.05

Budgets – Electronic records  

Data used to prepare and follow up on budgets of the institution and its various components (operating funds, investment funds, research funds, special funds, trust funds): budget estimates, annual budgets (statements of revenue and expenditure), accounting management of budgetary activities, financial reports, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

2 years

5 years

D¹

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Destruction: Research value ensured by retention of the following paper records or microfilm: official versions of budgets approved, global statements of expenditures at fiscal-year-end and detailed budget accounting statements (see schedule 03.06).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / BUDGETS

03.06

Budgets  

Records relating to the planning, control and follow-up of the budgets of the institution and its various components (operating funds, investment funds, research funds, special funds, trust funds), to the management of budget frameworks, budget rules, budget estimates and submissions, to recurrent budget plans, approved budgets and plans for consolidating or balancing budgets, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                                            ( D = Destruction R = Retention )

¹ Retention: 2 years (given the volume of records, production of budget reports on microfilm is recommended).
² Archives selection: Retain budget plans, five-year investment plans, official versions of approved budgets, global statements of expenditures at fiscal year-end and detailed budget statements (if there are cumulative reports, only the last statement of the fiscal year should be retained).
Destruction of budget preparation and follow-up support documents: Development documents, estimates, budget calculations, submissions and modifications, summary budget reports, periodic budget reports and accounting statements (statements, summary statements of revenue and expenditure, statements of surpluses and deficits, deviation analyses, summaries of transfers and additional budgets, reports on capital expenditures), etc.

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 - FINANCIAL RESOURCES / ACCOUNTING

03.07

Accounting – Electronic records

Data used in managing accounting system budget activities: outstanding obligations, yearly transactions, cash or treasury journals (cash receipts and disbursements), general ledgers, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

5 years

D²

N o t e s :                                                                                                      ( D = Destruction R = Retention )

¹ Retention: 2 years (data relating to outstanding obligations can be destroyed as soon as obligations have been reported or debited).
² Destruction: Research value ensured by retention of the following records on paper or microfilm: general ledgers or equivalent, accounting systems, cash or treasury journals (cash receipts and disbursements) and journal entries (general ledger) (see schedule 03.08).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / ACCOUNTING

03.08

Accounting

Records relating to the management of the accounting system: accounting charts, general ledgers, cash or treasury journals (receipts and disbursements), general journals, purchase journals, supporting documents, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Archives selection: Retain accounting system general ledgers or equivalent, cash or treasury journals (receipts and disbursements) and journal entries (general journal) unless the equivalent information is available in general ledgers. Destruction of supporting documents and all other support documents used in the management of the accounting system.

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 - FINANCIAL RESOURCES / ACCOUNTING

03.09

Accounts receivable – Electronic records

Data used in the management of accounts receivable: internal invoicing, external invoicing, management of client accounts, clientele payment monitoring, retail sales controls, etc. Student accounts data are covered under a separate retention schedule (see schedule 03.11).

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

5 years

D²

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Retention: 2 years after the final payment of an account or closing of collection file.
² Destruction: Research value ensured by retention of the following records on paper or microfilm: general ledgers or equivalent, cash or treasury journals (receipts and expenditures) and journal entries (general ledger) (schedule 03.08).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / ACCOUNTING

03.10

Accounts receivable

Records relating to the management of accounts receivable and revenue controls (general revenues, investments, sponsorships, sales of services etc.). Records relating to student accounts are covered under a separate retention schedule (see schedule 03.12).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Retention: 2 years after payment of account or closing of collection file.

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / ACCOUNTING

03.11

Student accounts – Electronic records

Data used in the invoicing, collection and management (including issuance of receipts for tax purposes) of tuition fees and other fees payable by the institution’s students.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

5 years

D²

¹ Retention: 2 years after final payment of account or closing of collection files or as long as the student is liable.
² Destruction: Research value ensured by retention of the following records on paper or microfilm: general ledgers or equivalent, cash or treasury journals (receipts and disbursements) and journal entries (general ledgers) (schedule 03.08).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / ACCOUNTING

03.12

Student accounts

Records relating to the control of invoicing, collection and management of tuition fees and other fees payable by the institution’s students: student accounts statements, records dealing with invoicing, payments and recoveries of tuition fees, issue of tuition receipts for tax purposes, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Retention: 2 years after payment of account or closing of collection file.

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 - FINANCIAL RESOURCES / ACCOUNTING

03.13

Grants

Records relating to the financial management of the various grants received: applications to open a research budget account, financial reports, correspondence, budget amendments, grant cheque stubs and all supporting documents required for the control of research grant budgets (research budget account openings, decreases, increases or modifications). Records relating to grant applications (subjects, objectives, timetables, etc.), to the use of amounts allocated and to the results of research projects so funded are covered in a separate retention schedule (see schedule 08.07).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

D

secondary [ a ]

other units concerned

X²

D

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Retention: 2 years after end of research project and closing of file.
² Retention: 2 years after end of research project (copies of support documents are destroyed after 2 years).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / ACCOUNTING

03.14

Accounts payable – Electronic records  

Data used in following up on requests for payment from the receipt of invoices to their payment by the supplier’s deadline. Such files also allow the preservation of paid or cancelled cheque materials, the issuing of cheques to various suppliers in payment of invoices received, the issuing of student bursary cheques, the preservation of files on suppliers who have issued invoices to accounts payable, the consolidation of purchase orders and invoices, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

5 years

D²

N o t e s :                                                                            ( D = Destruction R = Retention )

¹ Retention: 2 years following final account payment.
² Destruction: Research value ensured by retention of the following records on paper or microfilm: general ledgers or equivalent, cash or treasury journals (receipts and disbursements) and general ledger entries (schedule 03.08).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 - FINANCIAL RESOURCES / ACCOUNTING

03.15

Accounts payable  

Records relating to the management of accounts payable: invoices, requests for payment, supporting documents, suppliers’ account files, cheques (cashed, cancelled, returned, NSF, cheque copies), logs and lists of cheques issued, records relating to the administration of petty cash, reimbursements of expenses incurred for travel, representation, moving, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

X¹

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Retention: 5 years or the duration of warranty, whichever is longer (warranties may also be kept in the movable assets file, covered under schedule 04.10). 

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / SALARY MANAGEMENT

03.16

Salary management – Electronic records  

Data used in the cyclical process of remunerating the institution’s employees: payment of salaries, production of remittance reports, employment statements, financial forms, pension fund reports, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

2 years

X¹

D²

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Retention: Until the 100th anniversary of the employee’s birth (for purposes of reconstituting pension plans or for any other operations involving retroactive treatment of previous data). Data used to produce global administrative reports (total expenditures on pay for a given period, cumulative liabilities, etc.) and data relating to payment of honoraria (not involving pension plan contributions) can be destroyed after 5 years.
² Destruction: Research value ensured by retention of the following records on paper: salary scales and records relating to staff pay bases (schedule 02.16).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 - FINANCIAL RESOURCES / SALARY MANAGEMENT

03.17

Salary management

Records relating to the administration of employees’ pay: financial forms (T4, TP4), periodic reports on hours worked and salaries paid, pay journals or logs, accumulated sick leave statements, time sheets, records relating to salary deductions, authorization of deductions at source, issue of employment statements, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

X¹

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Retention: 5 years or as long as records are in effect or have an effect on an employee’s pay: deduction at source authorizations, records relating to alimentary pensions, benefits, specific exemptions, etc.
Retention: 75 years for records that can be used to establish an employee salary history (for purposes of reconstructing pension plans or any other operation involving retroactive analysis of past data: lists of salary deductions, lists of tax deductions, pension fund deductions, pay journals or logs, cumulative salary and liability statements, statements of earnings-per-period (cumulative), etc. (Records containing information that is available in a more comprehensive report, for example tax slips, can be destroyed after 5 years).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES /
BANKING, LOANS, INVESTMENTS AND GUARANTEES

03.18

Banking  

Records relating to the management of the institution’s banking: account statements, bank reconciliations, deposit slips, liquidity status, cheques paid, bank service contracts, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                              ( D = Destruction R = Retention )

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES /
BANKING, LOANS, INVESTMENTS AND GUARANTEES

03.19

Loans, investments and guarantees  

Records relating to the management of loans, investments and guarantees, including lines of credit, term loan contracts, mortgages, forward exchange contracts, swap contracts, issues of bonds or debentures, share certificates, term deposits, investment or deposit certificates.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

D

secondary [ a ]

other units concerned

X¹

D

¹ Retention: 2 years following expiry of loan or investment certified by the record.

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 – FINANCIAL RESOURCES / FINANCIAL STATEMENTS

03.20

Reports and financial statements  

Records relating to the control and auditing of the institution’s financial management: reports and financial statements, programs, auditing mandates and reports (internal and external), etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

8 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Archives selection: Retain annual financial statements, reports of the external auditor, annual cumulative financial reports, annual financial forms (submitted by the institution to the Quebec government), internal auditing programs and reports. Destruction of support documents used in the production of reports and financial statements and in auditing operations.

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

03 - FINANCIAL RESOURCES / TAXES

03.21

Taxes  

Records relating to taxes levied by various levels of government: tax statements, declarations or recoveries of sales tax and GST payments, excise tax remittances, records dealing with the issue of charitable receipts (including registration numbers), etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                             ( D = Destruction R = Retention )

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE (To 04 – Real and Movable Property)

Updated: 14/3/02

End of Category: 03 - Financial Resources