More topics

1105 - Expenditure Control, Payment Instruments

Last updated on April 19, 2024

Records relating to the authorization and management of payment instruments such as government charge cards (e.g., purchasing cards and travel cards) and business transaction accounts (BTAs) for ticket purchases from travel agencies.

Record types include correspondence, applications, account change forms, signed terms and conditions, and reports.

NOTE:  Classify cardholder statements and accompanying sales slips, transaction logs, and other supporting documentation with accounts payable records under secondary 925-20 or with financial transaction batches under primary 1050.

For purchasing instruments (e.g., corporate supply arrangements and purchase orders), see Section 3, Equipment and Supplies.
For vehicle service cards, see Section 3, Equipment and Supplies.

The ministry or agency OPR is the charge card or BTA coordinator unless otherwise specified below.

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

Primary-
Secondary		 Records Series OPR  
  A SA FD  
1105-00 Policy and procedures SO 7y DE  
1105-01 General FY+1y nil DE  
1105-20 Payment instrument authorization files
(covers telephone calling cards, debit card control (copy-printer cards), and credit cards)
SO = when payment instrument (e.g., card or BTA) is cancelled
7y = The retention period is based on the six-year limitation period for commencing an action under the Limitation Act (RSBC 1996, c. 266, s. 3).		 SO 7y DE PIB
1105-30 Payment instrument monitoring files
(covers debit card control and transfer of expenditure)
SO = upon completion of reconciliation and review and when corrective action is taken; or if the delinquent account has resulted in a write-off by the bank service provider (currently Bank of Montreal), the relevant monitoring records are reclassified under secondary -35.
NOTE:  This secondary covers monthly reconciliations to ensure chargebacks issued by the central purchasing agency are cleared from ministry/agency clearing accounts, as well as reviews to ensure usage complies with program guidelines.		 SO nil DE  
1105-35 Written-off delinquent account monitoring records
SO = when payment instrument (e.g., card or BTA) is cancelled
7y = The retention period is based on the six-year limitation period for commencing an action under the Limitation Act (RSBC 1996, c. 266, s. 3).
NOTE:  This secondary covers monitoring records reclassified from secondary -30 because they relate to delinquent accounts that are written-off by the bank service provider.
NOTE:  For administrative convenience, these files may be classified with the relevant payment instrument authorization file under secondary -20.		 SO 7y DE PIB

Previous | Next

OPR – office of primary responsibility

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

FY – fiscal year
NA – not applicable
nil – no retention period
SO – superseded or obsolete
DE – destruction
PIB – personal information bank

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