1997-027
Accounts Receivable Clerk General Files
Student Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Cashier's Office | CY + 1 year | 5 years | CY + 6 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Scholarship and award reports, correspondence with Departments, correspondence regarding payroll deduction, tuition fee waivers, and other accounts receivable transactions.
The records consist of the working files of the clerk responsible for Accounts Receivable in the Cashier's Office.
The records are arranged each semester by a numeric file code. Although each code may not be used in a given semester, the basic structure of the numeric code is as follows:
1. Correspondence - Student 21. Financial Aid Reports - Awards 2. Correspondence - Departments 22. Financial Aid Reports 3. Registrar's Problems 23. Deferments - Miscellaneous 4. Scholarships - Graduate 24. Penalties 5. Scholarships - Private Code 76 25. Offsets - Code 84 6. Scholarships - Private - Financial Services 26. Journal Vouchers 7. Departmental Sponsors 27. Good Flags 8. Staff Waivers - Dependants 28. Bad flags 9. Staff Waivers - Staff 10. Payroll Deductions - Pinks 11. Payroll Deductions - Adjustments 12. Payroll Deductions - Updated 13. Refund Cheques Manual 14. Cancelled Cheques 15. A/R Automatic Cheques 16. Departmental Refunds 17. Passports to Education 18. School Associate Certificates 19. Canada Student Loans Outstanding Assignments 20. Financial Aid Reports - Emergency Loans
These records are created, used, retained and managed in accordance with the following authorities:
CY=Current year
RRSDA is in force.
Approved by the University Archivist: 29 Oct 1998