Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-16
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Travel Records

PDF link

Title
Travel Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
CAMPUS AUTOMOBILE RESERVATION SYSTEM (CARS)
Automated system (database) used to schedule and reserve Motor Pool vehicles.
Facilities Services*
(digital media maintained by IT)


Retain for 2 years after
end of fiscal year,
then destroy.

11-12-63524




Department
(paper or electronic reference copy of transaction)
Retain until
admin. purpose served,
then destroy.
Secondary copy
under
11-12-63524
RENTAL VEHICLE CREDIT CARD LOG
PC-based program tracking department credit cards.

Note: The State Records Committee assigned new Disposition Authority No. (DAN) to replace DAN 98-MM-58718.
Department* Retain for 1 year after
card cancellation,
then destroy.
16-06-68990
STUDENT DRIVER AUTHORIZATION (WSU 1188)
Used to authorize a student driver to drive a state vehicle.
Facilities Services*



Retain for 5 years after
end of fiscal year,
then destroy.

11-12-63528
Rev. 1



Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
11-12-63528
Rev. 1
TRAVEL
Records documenting travel undertaken by employees and nonemployees. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments).
For WSU purposes, this series also includes Travel Authority requests, Travel Expense Vouchers, travel rosters, international travel registries, and other travel-related reports.
Department*
(official record)


Retain for 6 years after
end of fiscal year,
then destroy.

GS 07001




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 07001
VEHICLE LOG AND USAGE REPORT
Reports and logs of vehicle usage by state agencies.
For WSU purposes, this series includes Campus Automobile Reservation System (CARS) records and Vehicle Release Authorizations.
Facilities Services*



Retain for 2 years after
end of fiscal year,
then destroy.

GS 07003




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 07003
VEHICLE RELEASE AUTHORIZATION
Used to authorize the use of Motor Pool vehicles.
Facilities Services*



Retain for 2 years after
end of fiscal year,
then destroy.

11-12-63532




Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63532