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1095 - Encumbrances

Last updated on April 19, 2024

Records relating to encumbrances requested by ministries and agencies (which are currently limited to setoffs) in order to collect on overdue accounts. Setoffs allow for the redirection of government payments (e.g., supplier payments) to the recipient’s outstanding debt with a ministry or agency.

This primary does not cover legally-served payment encumbrances such as garnishing orders and third-party demands.  Those encumbrances are the responsibility of the Legal Encumbrances Branch of the Office of the Comptroller General.

Record types include correspondence and reports.

For legal encumbrances, as well as the processing of provincial setoff requests between ministries, see the Office of the Comptroller General ORCS, schedule 180968.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE

Primary-Secondary Records Series OPR
  A SA FD
1095-00 Policy and procedures SO 7y DE
1095-01 General FY+1y nil DE
1095-20 Setoff files
(covers setoffs adjusting debt balances between government and individuals or agencies and other encumbrances)
SO = when set-off is cancelled or withdrawn, or when debt is paid in full
NOTE:  This secondary covers due diligence analysis to confirm that the set-off is warranted and includes internal approvals, as well as requests to process or cancel the set-off.
NOTE:  For administrative convenience, these records may be classified with outstanding accounts receivable records under secondary 935-30.		 SO+1y 6y DE

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OPR – office of primary responsibility

A – active
SA – semi-active
FD – final disposition

FY – fiscal year
nil – no retention period
SO – superseded or obsolete
y – year
DE – destruction

Resources

Learn how government records are managed:

Contact information

For general inquires, contact the Government Information Management (GIM) Branch at:

Office
250 387-3387
Email
GRS@gov.bc.ca