Procurement Services, Finance, and the Internal Community are each responsible for retaining information. Click on each folder below to view what each area is responsible for.
Primarily responsible for the retention of records relating to the acquisition of goods and services including bid and competitive selection processes. Records may include specifications, requests for proposals (RFP), requests for tender (RFT) or requests for quotes (RFQ), vendor proposals and bids, bid tabulation sheets and records of all bids received (successful and unsuccessful), department requisition forms, purchase orders, contracts and leases, related documentation and correspondence.
Procurement Services is also responsible for the retention of PCard Agreements.
Procurement Services retains all material pertaining to a specific acquisition of goods and/or services until the contract is superseded (for renewed or extended contracts) or until 1 year after contract expired or action completed unless there is a longer warranty, in which case documentation is retained for the duration of the warranty. Once the retention period has expired the record is destroyed.
PCard agreements are retained until 6 months after the card is cancelled.
Primarily responsible for records relating to expenditures and purchases made on behalf of the University. Records may include requisitions and purchase orders, invoices, charge accounts, supporting documents, cheques, Canadian and foreign drafts, reimbursements of travel and moving expenses and requests for advances.
Finance retains all financial records for 7 years after the last action.
Departments and Faculties are responsible for the retention of PCard receipts and statements. In addition, end users must retain all documentation relating to reimbursement of expenses.
End users may also elect to retain documentation relating to expenditures and purchases relating to their individual units. Records may include requisitions and purchase orders, invoices, charge accounts, supporting documents, reimbursements of travel and moving expenses and requests for advances.
7 years after last action