Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 9-13
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Travel Records

PDF link

Title
Travel Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

Disposition
Authority No.

Remarks

CAMPUS AUTOMOBILE RESERVATION SYSTEM (CARS)
Automated system (database) used to schedule and reserve Motor Pool vehicles.
Motor Pool*
(digital media tape maintained by IT)

Department
(paper or electronic copy of transaction)
fiscal year



admin purpose served
2 yrs




0
11-12-63524




11-12-63525
 
CENTRAL TRAVEL ACCOUNT FILES
Documentation of central travel account purchases and ticket transactions. Includes all department documentation related to travel transactions conducted using central travel accounts.
Department* fiscal year 6 yrs GS 01017 Possibly
Essential
MOTOR POOL BILLINGS
Charges from Motor Pool to departments for use of state vehicles.
Motor Pool* (OPR)

Department
fiscal year

fiscal year
6 yrs


2 yrs
11-12-63526


11-12-63527
 
TRAVEL
Records documenting travel undertaken by employees and non-employees. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments).
General Accounting*
or
Department*
fiscal year 6 yrs GS 07001  
VEHICLE RELEASE AUTHORIZATION
Used to authorize the use of Motor Pool vehicles.
Motor Pool*


Department
fiscal year

fiscal year
2 yrs


2 yrs
11-12-63532


11-12-63533