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Ontario Tech acknowledges the lands and people of the Mississaugas of Scugog Island First Nation.

We are thankful to be welcome on these lands in friendship. The lands we are situated on are covered by the Williams Treaties and are the traditional territory of the Mississaugas, a branch of the greater Anishinaabeg Nation, including Algonquin, Ojibway, Odawa and Pottawatomi. These lands remain home to many Indigenous nations and peoples.

We acknowledge this land out of respect for the Indigenous nations who have cared for Turtle Island, also called North America, from before the arrival of settler peoples until this day. Most importantly, we acknowledge that the history of these lands has been tainted by poor treatment and a lack of friendship with the First Nations who call them home.

This history is something we are all affected by because we are all treaty people in Canada. We all have a shared history to reflect on, and each of us is affected by this history in different ways. Our past defines our present, but if we move forward as friends and allies, then it does not have to define our future.

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FIN-0210 Purchasing Cards

Description

Consists of records supporting payments made with purchasing cards including invoices and supporting documents, reconciliations, travel requests, expense reports, purchase orders and journal vouchers.

Retention Trigger

End of Fiscal Year

Retention

7 years

Responsible Unit(s)

Originating Unit (cardholder)

Source

Records System

Banner, FAST Purchasing Card Module, Concur

Citations

Income Tax Act, R.S.C. 1985, c. 1 (5th Supp.) s.230 (4)(b)

Procurement of Goods and Services - Procedures

Record Authority

Chief Financial Officer

Disposition

Secure Destruction

Records Arising from Activity
  • Journal Vouchers – User
  • Invoices & Supporting Docs
  • Travel Advances
  • Credit Card Statement (PCard, Concur)

Retention Rationale:

All documents associated with the purchasing card must be retained for a period of seven years to support potential audit of transactions by fund agencies or sources. Transaction records may be requested at any time by Accounts Payable, Procurement manager, supervisor, and internal or external auditors for examination. Any exceptions to these guidelines shall be documented and must be approved by the CFO and the manager of Procurement.

Personal Information

Vital Record

Protection

Medium