The Department of Financial Services processes cash receipts for students and other University departments as well as payments for good and services for the University community. Student billing and refunds are processed based on registration information as contained in the University Colleague financial system. The University budgets and capital projects are managed from the Financial Services offices. For more information, visit the Financial Services' web site.
General Records
University Budgets
Capital Projects Progress Reports
Funding Applications
Financial Reports
Investment Reports
Vendor Records
Banking Information
Contracts-purchase of goods and services
Quotes-purchase of goods and services
Customs Documentation
Journal Entries
Financial Reconciliations
Personal Information Databanks
Electronic Student Financial Records Database
Legal Authority: Trent University Act 1963
Information Maintained: May include name, contact information, student financial account history, payment information which may include cash, cheque, select credit card information, credits for awards, bursaries, prizes etc, social insurance number, email address, credit history, student number, billing financial appeals
Individuals in Bank: Students, Sponsors
Uses: Billing and collection of University fees, generating student tax forms, reporting to Revenue Canada
Users: Authorized Financial Services, Financial Aid, and general accounting staff
Retention & Disposal: Indefinite
Employee Records for Reimbursement
Legal Authority: Trent University Act 1963
Information Maintained: May include name, employee number, contact information, payments made for reimbursement
Individuals in Bank: Employees that received expense reimbursements
Uses: Accounts payable reimbursement record
Users: Accounting services staff for individual inquiry on expense cheques
Retention & Disposal: 7 fiscal years then shred
Base and Fiscal Salary Budgets
Legal Authority: Trent University Act 1963
Information Maintained: May include names, positions, wage rates
Individuals in Bank: Non-academic employees
Uses: Budget projections for salary increases
Users: Budget office staff
Retention & Disposal: 7 years then shred/delete
Manuals
Policies and Procedures used by Financial Services (available on the web www.trentu.ca/financialservices)