SFU Records Retention Schedule and Disposal Authority (RRSDA)
Petty Cash Transaction Files

Description | PIB | Authorities | Retentional rational | Rentention and filing guidelines | Status

RRSDA number


Record series

Petty Cash Transaction Files

Office of Primary Responsibility (OPR)

All University Departments (General Records Series)

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
All University Departments CFY + 3 years 3 years CFY + 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

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.'


These records are created, used, retained and managed in accordance with the following authorities:

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.


RRSDA is in force.

Approved by the University Archivist: 22 Jan 2009

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