Financial Services

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' website.

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 trentu.ca/financialservices