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FIN-0250 Research Accounting: Grants and Accounts Payable


Consists of accounting records supporting research funded by a grant. Includes notice of award of grant, signing authority, FreN, invoices and includes records required to comply with grant terms including financial and progress reports.

Retention Trigger

End of Grant/Funding Agreement


7 years

Responsible Unit(s)

Finance (Research Accounting)



Records System



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

Record Authority

Chief Financial Officer


Secure Destruction

Records Arising from Activity

  • Amendment of Agreements/Contracts
  • Assessment of Research
  • Budget information
  • Copies of Proposals
  • Correspondence
  • FAST Analysis/Reconciliation
  • Full Agreement/Contracts
  • Funded Research Notice (FreN)
  • Fund/Org Supporting Docs
  • Grant/Fund Requests
  • Notice of Award
  • Principal Investigator Agreement
  • Records of Invoices sent out to Sponsors
  • Request for Release of Funds (RRF)
  • Signed Financial reports
  • Signed Form 300
  • Signing Authority
  • Terms and Conditions of Agreements
  • Transfer of Agreement to Other Institutions

Retention Rationale

Records required under terms of granting agencies. Retention period related to CRA rules – all work under an agreement done plus 7 years.

Personal Information


Vital Record