Description: Use for records relating to the development, preparation and departmental submissions to the Department of Finance of expected or anticipated expenses and revenue within a fiscal year.
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 + 2
Disposition: Destroy
Common Secondary: Refer to section 5.1
Media: Paper copies/network drives/e-mail
Authority: CRIMS
CRIMS – Common Secondaries
| No. | Function Specific Secondary | ACT | DIS |
|---|---|---|---|
| 41 | Budget Planning records relating to documenting the gathering, estimating and submitting of anticipated financial needs on a fiscal year basis (e.g. Budget Change Forms, Oracle Financial Analysis Updates, Budget Adjustments, and Case Proposals). | FY+2 | D |
| 42 | Budget Change Documentation Documentation records relating the documentation of requests for amendments to original budget requests. This is specific to records created or used related to the change management process (e.g Original Invoice, Contracts, Journey Authorizations). | FY+2 | D |
| 43 | Budget Monitoring and Forecasting records relating to monitor the disbursement of funds within a fiscal year. Accountabilities include a reporting requirement which is used to ensure funds are disbursed appropriately (e.g. Account Activity Records, Encumbrances and Expenditure Records, Detailed List, Budget Status, Forecasting, Oracle Financial Analyzer Reviews, Salary analysis, Legal Authorizations, Periodic Funding). | FY+2 | D |
| 44 | Special Authorization Requests records relating to submissions and authorizations for funding beyond current funding within a fiscal year (e.g Entertainment exceptions, Fund transfers, Special Travel, Special Warrant, TBM). | FY+2 | D |
Click here for the C-RIMS Main Page
For more information please contact im@gov.nl.ca