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

Primary-Secondary Records Series OPR
935-00 Policy and procedures SO 7y DE
935-01 General FY+1y nil 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).
FY+1y 6y DE
935-20 Accounts receivable files
(covers security deposits, accounts receivable/receipt books, and consolidated revenue fund)
FY+1y 6y DE
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.
SO+1y 6y DE

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