Description: Use for records relating to monies owed as the result of a purchase of goods and services. This includes allowances and advances paid (including travel advances), and petty cash, as well as commitments and transaction batches. It also includes accounts payable support documentation (e.g. original invoices, journey authorizations, receiving reports, contracts, etc.); educational allowances, Labrador living allowance, or reimbursement of relocation expenses in accordance with Treasury Board Policy.

Filing Guidelines: Records are to be securely retained on site until final disposition. It is the responsibility of the Departments to ensure all copies, regardless or media, are securely disposed when applicable. Departments should retain a permanent copy of the record of disposal.

Function: Financial Management

GNL OPR: Department of Finance

Departmental OPR: Departmental head or designate that is responsible for financial services within a Public Body

Retention: FY

Disposition: Destroy

Media: Paper copies/network drives/e-mail

Authority: CRIMS

CRIMS – Common Secondaries

No.	Function Specific Secondary	ACT	DIS
41	Accountable Advances records relating to purchase of less than $100 value (e.g. Interest Accounts, Petty Cash, PCard, Ghost Card, Travel  Authorizations and Travel Advances).	FY	D
42	Accounts Payable records relating to supporting documentation that warrant and payment (e.g. Original Invoice, Contracts, Journey Authorizations).	FY	D
43	Vouchers records relating to the request for payment from Department of Finance for goods or services approved by a Department.	FY	D
44	Journal Entry Records records relating to the use and interaction with Journal Entries (e.g. Correcting previous postings, Interdepartmental Journal Entries, and Public Account Journal Entries).	FY + 1	D

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For more information please contact im@gov.nl.ca