April 4, 2024
Over the past while, Systems Managers have been working with the Quality, Research, and Practices (QRPI) and Finance Departments to clarify expectations for maintaining original documentation related to Purchase Card submissions, and to update the Filing System index.
As of today, the Filing System has been updated to include the following expectation:
Original receipts tied to Purchase Card submissions must be maintained for 7 years.
This aligns with current practice within the Finance department to maintain original documentation tied to petty cash submissions tied to petty cash submissions (these are maintained at the Waterloo Office). Moving forward, the Finance department will continue to monitor the accuracy and timeliness of the current online Purchase Card system to consider further changes to this retention timeline.
If you have any questions or concerns, please contact your District Systems Manager(s), or the Quality, Research, and Practice Initiatives (QRPI) Department.