935 - Accounts, Receivable
Records relating to amounts due to ministries and agencies. This involves the accounting and reconciliation of receivables, the collection of overdue accounts, and the write-off or extinguishment of uncollectible accounts.
Record types include correspondence, invoices, receipts, and reports.
For accounts receivable period-end reporting, see primary 1180.
For bank deposits, see secondary 985-03.
For claims made under cost-sharing agreements, see primary 950.
For encumbrances, see primary 1095.
non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE
|935-00||Policy and procedures||SO||7y||DE|
|935-03||Cash register tapes and data
(also known as point of sale systems)
NOTE: Office of the Comptroller-General authorizes the removal of credit card data from financial records in accordance with established policy and PCI (Payment Card industry) requirements. Read memorandum here (PDF).
|935-20||Accounts receivable files
(covers security deposits, accounts receivable/receipt books, and consolidated revenue fund)
|935-30||Outstanding accounts subject to the Limitation Act
(covers the collection of overdue accounts)
SO = upon the end of the fiscal year in which the debt is collected or written off
7y = The retention period is based on the six-year limitation period under the Limitation Act (RSBC 1996, c. 266, s. 3).
NOTE: Outstanding accounts not subject to the Limitation Act (e.g., court fines) are covered in the ORCS of the appropriate program area.